NA'TSA'MAHT Indigenous Education Administrative Assistant On-Call

Adjacent to Victoria on southern Vancouver Island, Sooke

School District is the fastest growing school district on Vancouver Island and

one of the fastest growing districts in British Columbia. The District serves

five municipalities: Langford, Colwood, Metchosin, Sooke and the Highlands and is

on the traditional territories of the Coast Salish: T’Sou-ke Nation and

Scia’new Nation and Nuu-chah-nulth: Pacheedaht Nation. Some of our schools are

located on the traditional territory of Esquimalt Nation and Songhees Nation. The

District is a major employer in our region, with over 2,200 educators and

support staff serving over 13,000 students. For further information about School District No.62 (Sooke), please access our district website at www.sd62.bc.ca.

Our District is seeking dynamic individuals with expertise in office administration. If you are available Monday-Friday between 8:00 AM and 3:30 PM and looking for a fun and rewarding career, this may be your opportunity to make your knowledge and expertise count. On an as-needed basis you may work Monday through Friday but not on major holidays, Winter and Spring Break or during the summer months. It could be a perfect fit for you.

Please see job description below:
KNOWLEDGE AND EXPERIENCE

Experience:

- Secondary school graduation plus an additional program of over two and up to three years or three years undergraduate degree or equivalent.
- Minimum 5 years’ experience working in an office setting, preferably in an educational, or Indigenous related context, or equivalent.
- Holder of a valid British Columbia driver’s license.
- Training related to Indigenous Education, or working with Indigenous communities an asset.

Knowledge:

Advanced knowledge of:
- Relevant MS Office software programs, including the ability to import/export data between programs (OneDrive, OneNote, Windows, Word, Excel, Access, Outlook, PDF, Publisher).
- Learning cultural protocols and respecting professional boundaries when working within an Indigenous context, including the flexibility to work with and a sensitivity toward other cultures.

Knowledge or training:
- In the use and support of school-based student information systems (MyEd BC) as it relates to student demographics and student records, marks, attendance, and Indigenous ancestry, Band of Residence, Band of Origin, Annual Instructional Plan (AIP), and Indigenous Education Program codes.
- Ministry requirements for data collection, specifically: Indigenous Education targeted program, English Skills Development (ESD) programs, Nominal Roll Data Collection.
- Federal and provincial government requirements pertaining to Indigenous Services Canada (ISC), BC Tripartite Agreement (BCTEA), and the School Act: Bill 40 policy specific to Indigenous Education Councils (I.E.C.s), Local Education Agreements and School of Choice.
- Use of business English, including spelling, grammar, punctuation, arithmetic and general office practices.
- In the production of meeting minutes with accuracy.
- In the operations of establishing office procedures and priorities by using knowledge of school, district, department and Indigenous community cycles to predict upcoming workloads and deadlines without supervision.
- In the operations and troubleshooting of office machines and equipment, including but not limited to: photocopier, printer, phone systems, etc.
- In the preparation of financial data analysis and reports.
- WCB regulations and safe work practices necessary in a school/office environment.
- Timesheet and payroll management.

SKILLS AND ABILITIES

Strives for Personal Excellence: is mindful, remains calm and responds thoughtfully; takes pride in work; possesses strong attention to detail; takes initiative and proactively plans, prioritizes and organizes work; follows the District’s Code of Conduct and values; follows through on commitments and takes responsibility for actions.

Practices a Growth Mindset: demonstrates a positive outlook towards learning and is committed to ongoing development to expand skill set; stays current; reflects on self to continually learn and improve; remains positive; demonstrates adaptability and is willing and able to adjust to changes.

Thinks Critically and Creatively: asks questions for better understanding; uses a solution-based approach to analyze relevant facts, evidence and data to determine specific issues and inform ways forward; thinks outside of the box; looks for opportunities to continuously improve.

Effectively Communicates and Collaborates: clearly articulates thoughts and ideas and shares timely and relevant information openly, honestly and respectfully using oral, written and visual formats; actively listens and responds appropriately; seeks opportunities to gain input and is open minded to the ideas and points of view of others.

Builds Relationships and Fosters Interconnectedness: actively shows courtesy and respect to all, proactively builds healthy and trusting relationships with all; contributes to a positive working environment; supports a welcoming and safe environment that values and appreciates differences and is reflective of everyone.

RESPONSIBILITIES

The NA’TSA’MAHT Indigenous Education Administrative Assistant will act as the Secretariat for the Indigenous Education Council (I.E.C.) and duties will include but not be limited to:

- Prepares agendas, minutes, and meeting arrangements.
- Organizes food for meetings.
- Organizes travel arrangements and registration for events.
- Prepares and supports with Mileage & Travel Expense forms.
- Sends letters and memos on behalf of the board to I.E.C. members, governments and organizations.
- Assists in the production of Ministry Reports including but not limited to: Local Education Agreement (LEA) reports, BCTEA Transportation Reports, NA’TSA’MAHT Enhancement Agreement Report, Equity in Action report, Feeding Futures and Student & Family Affordability Report.
- Oversees financial administrative functions and produces financial reports for meetings.
- Duties related to the NA’TSA’MAHT Indigenous Education (NIE) Department:
- Liaise with Indigenous community members, Elders, parents, students, staff, community, and various school district departments and outside agencies. Communicates any updates or potential problems to the Principal/Vice-Principal. Respects the confidentiality of correspondence and discussions.
- Maintains effective working relationships with I.E.C Members, Senior Management, Principal, Vice Principal, NA’TSA’MAHT Education Teachers and NA’TSA’MAHT Classroom Program Assistants, and school staff.
- Receives the public to the NIE department courteously using a trauma-informed response, determines their needs, and looks after them or routes them to the appropriate person.
- Receives parents & guardians by e-mails and phone calls regarding Indigenous Education program information, Indigenous ancestry self-identification and other questions and/or concerns.

Produces and maintains records of NIE Staff: Teachers, Exempt, Program Assistants, Elders, Role Models, including English Skills Development (ESD) staff.

- Enters NIE staff schedules into Atrieve.
- Maintains and verifies teacher and CUPE attendance logs on Atrieve and processes applicable forms, under deadlines which need Administration approval.
- Maintain calendars and appointments for NIE District Principal and Vice Principal as required.
- Arranges NIE/ESD meetings and events, prepares necessary supplies, materials and food.
- Upon request, attends NIE/ESD meetings and transcribes meetings.
- Sets up and manages security of the program administrative data system ensuring data confidentiality and system integrity.
- Maintain program filing system, file materials and correspondence, including an office procedure for ESD files.
- Sets up and manages the permissions of the Indigenous Information Management Systems (IIMS) and produces IIMS reports as requested.
- Coordinates the flow of clerical work in the NIE department office to ensure maximum efficiency of all administrative functions.
- Composes and types a wide variety of letters, memos, forms, financial reports, as requested.
- Opens and distributes incoming mail, faxes and courier items.
- Responsible for organizing, distributing and shelving DRC resources located at the NIE office.
- Coordinates with the SBO DRC Clerk and prepares NIE resources for distribution through the DRC and organizes program District Resource Centre, DRC resources.
- Supports NIE staff with ordering materials and resources, booking travel arrangements, event registration, processing mileage claims and other clerical functions.
- Updates and maintains records of technological devices for NIE & ESD staff and students.
- Prepares excel 1701 reports and processes the 1701 online information with NIE Department staff and IT, in September and February, for both Indigenous Education Targeted Programming and ESD.
- Oversees financial administrative functions, including producing financial reports of accounts related to Targeted Indigenous Education grants.
- Ensures Elder and Indigenous community contracts are properly charged and processed to the appropriate department and a record is maintained.
- Receives honorarium forms from the Engage Intranet and prepares an Excel financial spreadsheet log, sent to the Administration for approval by a set deadline for processing.
- Ensures all incoming invoices are properly coded and processed to the accounts department to be posted to finance.
- Prints out monthly G/L account inquiry reports and reconcile and verify charges to correct account.
- Completes journal entry forms independently when required to correct account funds.
- Orders and maintains office supplies for NA’TSA’MAHT Indigenous Education Department, for a variety of programs, and community events including the NIE dinners.
- Coordinates with NA’TSA’MAHT Education Teachers and NA’TSA’MAHT Classroom Program Assistants to purchase supplies and food for various cultural events; sets up school NIE Targeted Dollars purchase accounts.
- Assists with the maintenance and repairs of cultural supplies.
- Manages and books school buses as required, using the Traversa system.

Manages Transportation solutions for Indigenous students: including but not limited to, producing a list of families requiring bus registration, loading BC Transit student bus cards, purchasing Bus Passes through the BC Transit Online Portal, and processes invoices from BC Transit.

Perform related duties as required.

Hiring Preference will be given to candidates with Indigenous ancestry and/or experience working with on and off-reserve communities.

This position falls within the CUPE Collective Agreement at a pay rate of $33.34.

School District No. 62 (Sooke) is an equal opportunity employer that is committed to diversity, equity and inclusion in the workplace that is free of discrimination and harassment. We believe in a learning and work environment that is welcoming and safe that values, reflects and appreciates differences.

We thank all applicants for their interest, however, only those candidates selected for further consideration will be contacted.