Office Administrator (Service and Inventory)

Join The Upper Canada District School Board
We are currently accepting applications for Elementary Office Administrator . Under the supervision of the school Administrator the Elementary Office Administrator provides a high level of service excellence while providing front line assistance and administrative support in the busy hub of the school office environment. This position is responsible for a variety of duties key to the school office management and
communication within the school including student registration maintaining and accurate current student files providing reception compiling staff and student attendance data preparing reports and correspondence.
For more information on employment information such as entitlements pay staffing job protection union security and dues information under the agreement please click here to view it on our external website.
Completion of Ontario Secondary School Diploma.
One year college diploma in office administration or a related field.
Two years experience in an office environment is required.
Previous supervisory experience would be an asset.
Demonstrated ability to mentor and coach staff performing administrative functions.
Ability to learn new procedures and routines to improve office efficiencies.
Demonstrated ability to maintain confidentiality of information concerning students staff and community agencies supporting students (e.g. Ability to act as a team player and understand/promote/embody school success plans and system goals.
Basic understanding and knowledge of accounting procedures is an asset i.e. issue cheques and receipts prepare bank deposits maintain petty cash.
Demonstrated technical aptitude to learn and apply new database applications (e.g. school banking software student information system staff absence reporting system)
Efficiently able to use email and productivity tools (e.g. creating distribution lists) for school communication.
Ability to manage and maintain the schools web presence social media electronic signs and other forms of communication.
Ability to manage and use various spreadsheet internet and database applications to extract information and filter data for reports
Intermediate proficiency in office software applications.
Ability to interact in a positive manner using tact and diplomacy with staff students parents and the public and convey information in a clear and concise manner with a focus on service excellence.
Confirms appropriate coverage for teacher absences by assigning occasional staff in consultation with the school Administrator and ensures that work procedures (e.g. safety plans) provided by absent staff is provided to replacement staff when available.
Ensures the accurate entry of student transportation busing data; front line with STEO and busing contractors (as required); prepare emergency busing; ensuring safe student departure from school; Maintains the accuracy of the student information system through the distribution receipt and processing of student verification forms. Enters student enrolment data within designated timelines (e.g. Initiates action for routine matters not requiring the personal attention of the Administrator and routine correspondence Administrator signature.
In conjunction with and under the direction of the school Administrator utilizes various communication methods (e.g. social media school website newsletters and electronic school message boards) to foster an environment of service excellence in customer service and connection with students staff and community by creating and maintaining on-going school communications.
Ensures the daily completion of Safe Arrival/Dismissal procedures is adhered to and documented in accordance with Board policy and procedures; uses the daily student attendance reporting student information system to ensure accurate record keeping and reporting.
With a focus on service excellence provides information and responds to inquiries and requests from students parents staff outside agency staff Board staff parent council members and the general public via in-person by telephone or electronically with tact and diplomacy; brings forward to the attention of the school Administrator as appropriate.
Provides key administrative support to the school Administrator by preparing reports email communications processing letters creating newsletters announcements and other materials as assigned (e.g. staff handbooks emergency procedures) to ensure office operations are managed effectively.
UCARRIS) on a daily basis to ensure accuracy for weekly school Administrator verification and performs related operational tasks such as:
o completing school registration and attestation forms including related forms letters appointments and liaison with the Health Unit.
o reconciling information with OSRs/registration/student information system regularly and notifies the appropriate staff of significant student needs i.e. parenting agreements life-threatening allergies privacy of information releases special needs requirements etc
ensures data is extracted from student information system reviewed reconciled and uploaded to Ministry website; submits information to Administrator for verification of data for sign off/approval within report deadline.
Completes and submits Student Absenteeism Reporting data as per Ministry guidelines and designated timeline requirements.
Addresses questions and concerns from Elementary Office Assistants and/or Financial Assistants provide direction and guidance and schedules work of office assistants as appropriate.
Coordinates events and prepares/obtain supplies (with school Administrator approval) for events (e.g. assemblies open house parent teacher interviews staff meetings and graduation information evenings parent evenings school council events meetings and special events).
Performs general office duties such as maintaining confidential files making/scanning copies setting up and maintaining school filing system (paper and electronic); makes recommendations to the school Administrator regarding on-going office organization and procedures for continuous improvement and efficiencies.
Reviews and records student population changes and submits related monthly enrolment reports to the school Administrator for approval.
Updates pupil grades/home forms at the end of the school year.
Canada Post Board courier and package distributes UPS) and electronic mail received at the school to determine their significance and plan their distribution to respective staff and school community as appropriate.
Tracks school inventories by ensuring adequate stocks of supplies (e.g. first aid supplies office supplies postage meter and curriculum required supplies) and completes school request for funds form for school Administrator approval.
OSBIE) at the request of the school Administrator.
Assists in the coordination of approval for the community use application process; presents pending applications to school Administrator for approval prior to due date.
Assists in the ongoing maintenance of school equipment (e.g. photocopier PA system computer telephone) by performing initial troubleshooting of equipment; Observes and oversees student attendance patterns using the student information system; communicates patterns of absence to school Administrator.
Provides administrative support to academic staff with the arrangements associated with school trips or other matters (curricular and extra-curricular) (e.g. creating/distributing/collecting electronic event consent forms requiring parental consent in accordance with Board policy).
Participates in professional development to acquire and maintain skills in use of various software applications technical devices and system training (e.g. student information system social media website maintenance).
Demonstrates good attendance and works in a healthy and safe manner in accordance with Ministry and Board policies.
Produces and distributes report cards (in digital and/or paper format) and student timetables as required.
Assists other members of the office team including financial office support duties as required.
If your experience is in a day-to-day occasional capacity ensure that you list the length of time that you worked for that Supervisor and whether the assignment was casual day-to-day or in a long-term occasional capacity.
The UCDSB does not accept colleagues or personal references.
All employment offers are conditional on candidates providing a valid criminal record check for the vulnerable sector.

The Upper Canada District School Board (UCDSB) is committed to equity in employment. As an equal opportunity employer we are committed to establishing a qualified workforce that is reflective of the diverse population we serve. The UCDSB is committed to providing accommodations for people with disabilities.