Description
The Abbotsford School District is located on the traditional and unceded territory of the Stó:lo people, the Semá:th First Nation and Mathxwí First Nation. With this, we respect the longstanding relationships that Indigenous Nations have to this land, as they are the original caretakers.
Why Abbotsford?
Located under an hour from Vancouver, the Abbotsford School District is settled in the heart of the beautiful Fraser Valley and surrounded by spectacular mountain views.
Learn more about the Abbotsford community: tourismabbotsford.ca // thefraservalley
Why the Abbotsford School District?
Every day, in every classroom and office at Abbotsford School District, our employees provide a world-class, innovative educational experience for over 19,000 students. We provide a workplace that fosters creativity, inspires excellence, and challenges everyone to embrace growth.
Working in public education is both challenging and rewarding, but at the Abbotsford School District we truly believe that every one of our employees has the opportunity to help children learn, grow, and succeed.
POSITION SUMMARY:
Under the general direction of the Manager-Facilities Operations or designate, the Administrative Assistant-Level I-Custodial and Maintenance effectively provides a variety of administrative support to the custodial and facilities departments. This position provides daily assistance and customer service to maintenance managers, custodial staff and the general public, in a professional and courteous manner.
The position involves maintaining confidentiality in all matters of the school district and current, proficient knowledge of the documentation practices, reporting requirements, School District Policies and Procedures, and/or Facility specifications.
SPECIFIC ACCOUNTABILITIES:
The position involves strong customer service and interpersonal skills using tact and diplomacy to manage difficult situations, the ability to prioritize and organize large volumes of requests, and experience in maintaining a large database with consistent, accurate information.
This position is the primary contact for custodial dispatch and as such plays a key role in the day to day operations of the custodial department.
Collaborate with management to modify daily casual employee dispatch schedule and dispatch employees.
Monitor absences and ensure the accuracy of absence reporting in the district’s online absence management reporting system.
Maintain timekeeping records and generate payroll reports for the accounting department in a timely manner.
Use the Work Order system to create, monitor and assign work orders for contractors.
Compile, track, record and tabulate statistical data to produce reports on relevant information and statistics, in a timely manner, as required.
Develop, prepare and revise letters, manuals, printed publications such as forms, training binders or other similar materials.
Maintain and/or update department forms and procedures manuals as required; posting new or updated information or forms to the intranet as required.
Maintain a variety of office records in accordance with District Policies and Procedures; this includes (but not limited to) sorting, filing and maintaining correspondence, records, documents, etc.
Record Safety Committee Meeting minutes.
Maintain safety training documentation and safety bulletin boards.
Assist in emergency preparedness drills (ie. fire, evacuation, lock-down, earthquake); this includes following procedures according to District Standards for each emergency.
Responsible for mail room activities such as distributing and sorting mail, and shipping and receiving.
Order all required supplies and materials using approved District Procedures.
Complete the key duties of the Facilities Maintenance Administrative Assistant during their absences.
Other assigned duties as required.
QUALIFICATIONS, KNOWLEDGE, SKILLS, AND ABILITIES:
Grade 12 diploma, or equivalent, supplemented by completion of a 6-month certificate in Administration/Applied Business Technology, or other related certifications may be considered. Intermediate level spreadsheet and database computer applications such as Excel or Access is required. A minimum of 2 years of recent work experience in a related field is required. A class 5 BC Driver’s License. As well, incumbents also require the following:
Completion of Microsoft Office training and experience using internet and internet-based programs, with the ability to learn other software programs;
Proven ability to determine, judge and select appropriate courses of action in accordance with established policies and procedures;
Understanding and awareness of cultural diversity;
Proven ability to multi-task, prioritize, self-motivate, and meet deadlines;
Proven ability to communicate effectively both orally and in writing, and to provide service and relationship to the public and School District in a professional, respectful, positive and courteous manner;
Proven ability to establish and maintain positive, effective work relationships in a team environment at all times;
Proven ability to use tact and discretion and maintain confidentiality in matters pertaining to the School District;
Working knowledge of WHMIS and WorkSafe BC occupational health and safety regulations and the demonstrated ability to work in a manner that recognizes personal safety and the safety of others;
Ability to be flexible, adaptable and resilient to change;
Ability to explain complex or simple instructions or information clearly to others;
Working knowledge of Finance and Purchasing Programs, MS Office, Internet and Internet-based programs;
Proven ability to provide highly accurate data entry with attention to detail.
