CUPE LOCAL 2512 Administrative Assistant Maintenance Level 3

Specifics on location/schedule identified below. Job Posting #C-2024-16

Seniority is a determining factor The Waterloo Catholic District School Board with a total student population of 38,000, provides services to students in 50 schools (Kindergarten to Grade 12) across the Waterloo Region.The Board conducts intentional recruitment and selection as it seeks to achieve a state of greater equity for employees and students and to diversify its workforce.All qualified applicants are welcome and encouraged to apply and applicants may choose to indicate if they are from a group who has experienced racial or social discrimination. Self-identification data will be used as a consideration in this posting. Aggregate data will be stored anonymously to support improvements to the Boards hiring processes.

General Description of Duties: Reception duties including first contact for visitors, manage all phone calls for general and emergency situations, redirect and follow up as required;

Prepare all invoices and assign correct budget numbers as well as copy/scan records for filing;

Prepare requisitions, purchase orders, journal entries and budget transfers with the use of Navision and track outstanding invoices and receipts;

Distribute and receive tender documents for department;

Maintain files for insurance claims, project renewals, certificates and forms;

Provide administrative functions, including preparing correspondence and spreadsheets for management staff within the facilities services department;

Assistance with work order system, entering, follow up and adding connecting invoices to work orders

Co-ordinate waste management pick ups, recycling and invoices

P-card for maintenance staff, printing, organizing, and adding budget codes and sending for approval and payment

Update life safety spreadsheets for fire alarm, elevator, etc.

Office supply inventory

Maintain on call manual, update and changes regularly

Other duties as assigned

Minimum Requirements: Possess a two (2) year college diploma in Office Administration or Business Administration;

1-2 years related work experience;

Possess knowledge of general accounting principles (an asset);

Be proficient in Word, Outlook, Excel, the Internet and Navision;

Possess knowledge of Navision (an asset);

Ability to operate a multiple line system (an asset);

Possess strong communication and interpersonal skills;

Possess strong problem solving, research skills and ability to multi-task;

Knowledge of the Board and Ministry policies and procedures would be a definite asset;

Knowledge of buildings/building systems would be a definite asset

Hourly Rate: $25.93 to $27.32 per hourHours of Work: Permanent Full-time, 35 hours per week

Work schedule determined by the SupervisorWeeks/Year: Approximately 52 weeks/yearLocation: Facility Services, Waterloo, ONEffective Date: ASAP

Applications will be considered in the following order:

Qualified permanent CUPE Bargaining Unit employees, with seniority.

Qualified probationary and temporary CUPE employees, including employees in other Bargaining Units/Associations.

Qualified applicants are invited to submit a resume and covering letter. Please see the Application Process below.Applicants must attach diplomas/certificates required for this position to the resume in order to be considered a candidate for the position.Application Process:

Applicants are required to apply directly through Apply to Education at: https://wcdsb.simplication.comApplytoeducation assistance, contact 1-877-900-5627 (Monday Friday, 7:30 am 7:00 pm EST.)In the application process, identify your qualifications and abilities, such as relevant experience, to perform the duties of this job. Include your Diplomas/Certificates in your application. Incomplete applications may not be considered. Applications will be accepted up until 4:00pm on April 17, 2024 Detailed information on the application process can be found at: https://www.wcdsb.ca/careers/how-to-apply/ The Waterloo Catholic District School Board is welcoming of candidates from diverse communities, backgrounds and identities and encourages applications from qualified members of these groups. Applicants are invited to self-identify if you are First Nations, Metis, Inuit, a member of a visible minority group(s) or a person with disabilities. This information is collected under the authority of the Ontario Human Rights Code and will be used to keep track of recruitment information. No personal information will be included. To request this file in large print, please email aoda@wcdsb.ca. If you require a disability related accommodation to participate the recruitment process, please contact us at (519) 578-3677, extension 2368 to discuss your needs under the Human Rights Code. Responses to inquiries will be provided within 72 hours.At WCDSB, we are committed to respecting your privacy, and will take appropriate measures to protect any personal information you may share with us through the job application process. All personal information is collected under the authority of the Municipal Freedom of Information and Protection of Privacy Act and will be used to determine qualifications for employment. For more information about the Boards Privacy Policy, please contact our Privacy Officer at 519-578-3660 Ext. 2381. The successful candidate will be required to produce a satisfactory Vulnerable Sector Criminal Background Check. For further information refer to policy APS 038 on the website of the Waterloo Catholic District School Board.