Abbotsford School District Hiring for Administrative Assistant Job at Abbotsford Full Time

POSITION SUMMARY:

Under the general direction of the Senior Manager—Human Resources, the HR Administrative Assistant—Reception welcomes and assists staff, students, families, and visitors in a professional and pleasant manner in person, via email, and telephone. This position also performs a diverse range of confidential Human Resources administrative activities such as producing and issuing photo ID badges for staff, maintaining a database for Criminal Record Checks, assisting with projects and events, and assisting other departments when required.

This position involves maintaining confidentiality in all matters of the School District.

SPECIFIC ACCOUNTABILITIES:

Reception

• Warmly greeting the public, staff, students, parents and visitors, answering general inquiries, referring other inquiries and/or directing visitors to the appropriate department; notifying office staff of visitor arrival;
• Operating the multi-line telephone system by answering general inquiries, redirecting calls as appropriate and taking adequate messages when required;
• Maintaining security by following District Policy and Procedures, monitoring the Sign-In/Out Sheet and issuing visitor badges;
• Receipting all incoming payments or deposits and entering relevant information into a database for Finance;
• Receiving all general correspondence, date stamping when appropriate, and distributing mail accordingly.

Human Resources Administration

• Processing, tracking and maintaining a database for Criminal Record Checks for all employees and volunteers;
• Performing additional tasks on an “as needed” basis; this includes assisting other departments when time permits, preparing packages, nametags, etc.

QUALIFICATIONS, KNOWLEDGE, SKILLS, AND ABILITIES:

Grade 12 diploma, or equivalent, supplemented by completion of a 6-month certificate in Human Resources/Administration/Applied Business Technology, other related certifications may be considered. A minimum of 3 years of current administrative experience. A valid Class 5 BC Driver’s License. As well, incumbents also require the following:

• Ability to provide service in a professional, respectful, positive, and courteous manner and manage difficult or emotional situations;
• Ability to communicate effectively both orally and in writing and provide information and explanations clearly to others;
• Understanding of cultural diversity and the ability to adapt communication accordingly;
• Proven ability to establish and maintain positive, effective work relationships in a team environment;
• Ability to identify and understand the sensitive and confidential nature of all types of situations and information, maintain confidentiality, and demonstrate sound judgement and tact;
• Strong organizational skills with the ability to work independently, multi-task, prioritize, self-motivate, and meet deadlines;
• Strong attention to detail and accuracy;
• Flexibility and resilience including the ability to manage stressful situations and to learn and adapt to new programs, processes, and other workplace changes;
• Completion of Microsoft Office training and proficiency in the Microsoft Office suite including Outlook, Word, Excel, Sharepoint, and Teams;
• Working knowledge of WHMIS and WorkSafe BC occupational health and safety regulations and demonstrated ability to work in a manner that recognizes personal safety and the safety of others;
• Working knowledge of relevant Ministry of Education Regulations, District Procedures and Administrative Policies, including the Freedom of Information and Personal Protection Act (FOIPPA).Summary:

*The recruitment process includes assessment of administrative skills.

Job Types: Full-time, Permanent

Salary: $23.78 per hour

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Education:

• Secondary School (preferred)

Experience:

• Spreadsheet and database: 1 year (preferred)

Application deadline: 2022-10-27