Administrative Assistant jobs in Canada

At Prairie Valley School Division, we strive to inspire lifelong learners and engaged citizens. Our work is guided by our core values. We believe in the power of Compassion, caring for others with empathy, kindness, and genuine concern without judgment. We prioritize a sense of Belonging, embracing equity, diversity, and inclusion for all to succeed. Our commitment to Integrity means we uphold honesty, ethical behaviour and being true to our word by taking ownership for all our actions. We believe in Collaboration, engaging in meaningful relationships built on mutual trust and open, transparent communication. Finally, we thrive on Curiosity, continuously inspiring excellence, growth and improvement fueled by innovation, creativity and courage.

We believe all employees have an important role in ensuring students have the best possible opportunities to achieve success in learning and life. If you are looking for a supportive and collaborative work environment where you can have a positive impact on student success and our school communities, we invite you to apply for the Casual Administrative Assistant position. While we are seeking casual educational assistants for all locations throughout the school division, applications for this posting are specific to the following schools: Arm River Colony, Balgonie Elementary, Clive Draycott, Ecole White City, Edenwold, Emerald Ridge Elementary, Greenall High, Ecole Lumsden Elementary, Lumsden High, Pense, Pilot Butte, South Shore, Stewart Nicks. All schools are located within approximately 1 hour driving time from Regina.

The Administrative Assistant is responsible for providing general administrative assistance and support to the Principal and Vice-Principal and organizing and maintaining an efficient school office that contributes to the smooth operation of the school for the benefit of administrators, staff, students and parents, while projecting a professional image as a first point of contact for the school.

• The Administrative Assistant provides support in communication by:
  • Supporting the Principal in the development and distribution of school newsletters, website updates, digital signage, student handbooks and other means of communication, consistent with Division standards, both internally and with parents/guardians and the broader community.
  • Maintaining internal communication systems to ensure all staff assigned to and associated with the school are aware of needed information via electronic, printed and other means.
  • Assisting students and parents/guardians by explaining school and school division operating procedures, policies and events.
  • Greeting and directing visitors, itinerant staff and contractors and responding to telephone, e‑mail and in‑person inquiries and requests, or directing them to appropriate staff members or students, in a timely, accurate and professional manner.
  • Maintaining an accurate and up to date school events calendar.
• The Administrative Assistant provides support in records management by:
  • Establishing, maintaining and monitoring accurate, organized and efficient electronic and manual filing systems, ensuring that final documents are filed in accordance with Division procedures, finding/retrieving printed and electronic documents efficiently, and performing an annual print and electronic records cull consistent with the Records Retention Guide and relevant Administrative Procedures.
  • Gathering, entering, collating and formatting data and information in an accurate and timely manner.
  • Registering new students, securing appropriate student records, maintaining confidential student records, and transferring records for students moving to other schools.
• The Administrative Assistant provides support in financial management by:
  • Preparing and coding invoices and purchasing card transactions and performing other financial/accounting functions for school‑based budget allocations and school generated funds in an accurate and timely manner, consistent with Division standards.
  • Assisting the Principal in preparing and monitoring the school‑based budget and school generated funds.
  • Preparing requisitions/purchase orders for supplies and maintaining an inventory of office and school supplies.
• The Administrative Assistant provides support in human resource management by:
  • Assisting the Principal in the orientation of new staff and substitutes to location‑specific procedures and expectations, provides technology and keys, etc.
  • Performs other duties as may be required or assigned by the School Administrator.
  • Responsibilities may vary depending on FTE Allocation for each school.

• A minimum of one (1) year post‑secondary education in a field such as business administration or office administration.
• A minimum of one (1) year of experience working in an office setting in a large and diverse organization.
• High degree of proficiency in database software and Microsoft Office applications, particularly Word, Excel and Outlook.
• Demonstrated knowledge of basic accounting.
• Ability to operate office equipment.
• Excellent interpersonal skills.
• Ability to display professionalism in all relationships and interactions.
• Knowledge of MSS, Teacher Logic, Navision, Absence Management, SDS, SGF, Conference Manager, Permission Click, and/or SWIS would be an asset.
• Ability to manage confidential material and maintain staff and student privacy.

• Hourly rate range: $23.37
• Optional employer matched pension plan.
• Hours of work vary between 3 hours and 7 hours and 30 minutes per day on school days. Administrative Assistants are not scheduled to work during school vacation periods including the summer break.

• Interested applicants are invited to create an Applicant Tracking profile at www.pvsd.ca/careers and apply to this posting. We only require candidates to show interest in one zone posting, please do not apply to multiple.
• Please note that applicants can expect that three work‑related references, notably supervisors, will be contacted via the emails provided in the application to complete references.
• Should applicants have any questions or require assistance with their application for employment, please contact us at hr@pvsd.ca or call us at (306) 949‑3366.
• Prairie Valley School Division supports the principles of a representative workforce and welcomes applications from all qualified candidates.

We thank all applicants; however, only those selected for an interview will be contacted by email.