-085 - Continuing Senior Administrative Assistant (Courtenay)

Position

Senior Administrative Assistant - Operations (12 months, 35 hours per week, Monday - Friday). Current rate of pay: $31.95 per hour. Qualifications

Grade 12 education and completion of an office administration program certificate supplemented by completion of one year of post secondary courses such as Financial Accounting, Management Accounting, Project Management or related field. Typing speed of 50 wpm. Proficient in Microsoft Office Programs (Office, Excel, Outlook, Teams).Minimum of four years current experience in a senior administrative or accounting position. Experience working in Engineering, Construction or Operations environments, or similar, including experience with project accounting, project documentation and project file management. Demonstrated knowledge of legal processes and proficiency in writing and preparation of documents such as leases, contracts for projects and requests for proposals.Proficient in the composition of effective business correspondence and the ability to synthesize complex information into explicit written and verbal communication. Demonstrated ability to work independently, take initiative, and exercise discretion in determining priorities. Advanced problem solving, organizational skills and systems‑thinking skills, including the ability to identify process improvements and efficiencies.Demonstrated ability to effectively communicate with staff, external partners, and the public, including resolving concerns in a professional and empathetic manner. Demonstrated ability to analyze and manage data and utilize digital systems to support operational functions. Ability to maintain confidentiality and handle sensitive information with discretion.Ability to meet the physical requirements of the position; work independently and as a member of a team. Excellent interpersonal and communication skills. Responsibilities

Duties are performed under the supervision of the Director of Operations; prepares and processes documents and reports; prepares, processes, and maintains required accounting records such as invoices and project billings, work orders, purchasing, and other accounts according to procedures established by the district; prepares and maintains student transportation records and correspondence, including but not limited to the registration of students for busing services; coordinates data collection, responds to inquiries, and liaises with transportation providers to support safe, reliable, and efficient service; provides leadership and guidance to district staff regarding student transportation services and operational programs and supports consistent communication practices.Prepares a variety of correspondence, detailed reports, statistical information, and data summaries to support operational decision‑making; processes incoming and outgoing correspondence; maintains accurate files and records; and performs telephone and reception duties; provides executive assistance such as organizing and scheduling meetings, coordinating department training programs, supporting project coordination activities, making travel arrangements, and minute taking.Communicates and liaises with operations and district staff as well as external contacts such as transportation providers, contractors, and consultants; contributes to continuous improvement initiatives by identifying inefficiencies, supporting process enhancements (e.g., digital workflows, data tracking tools), and implementing system‑oriented solutions; supports coordination of operational projects and initiatives by monitoring timelines, organizing documentation, and assisting with communication and deliverables;Works under minimum supervision, requiring the exercise of sound judgment as to the method of performing the work; follows proper work procedures, observes all regulations pertinent to the work, maintains a good working relationship with other employees, and cooperates in maintaining a healthy learning and working environment; performs other related duties as assigned by the Supervisor.Equal Opportunity Statement

School District 71 welcomes diverse candidates and encourages applications from members of groups experiencing barriers to equity. Persons with disabilities who anticipate needing accommodations for any part of the application and hiring process may contact us and we will work with you to meet your needs.An Equal Opportunity Employer. The successful applicant will be subject to the terms of the Criminal Review Act.

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