Administrative Assistant to the Controller of Facilities Services

Are you organized, dynamic and a self-starter looking for an opportunity to apply your experience in an organization that makes a difference in the lives of so many young people? Do you have exceptional communication and customer service skills ready to support and assist the Controller of Facilities Services in all areas of their responsibilities? If you want to join a community of professionals working to make a difference then we may just have the opportunity for you!

As an Administrative Assistant you would assist in the coordination of information flow with other departments and provide administrative support using a vast array of skills including superior communication skills.

WHAT WE OFFER:

• Extensive benefits; health, drug, vision, dental, and health care spending account
• Enrolment in an exceptional Pension Plan
• Employee and Family Assistance Program
• Staff Wellness resources
• Competitive vacation days; plus, additional two-week paid Christmas Break
• Condensed summer working hours
• Flexible working solutions
• Inclusive, high-performing culture
• Ongoing learning and career growth

WHAT YOU CAN EXPECT:

• Assisting in the coordination of planning and arranging in-services;
• Follow-up on items delegated to ensure timelines are met;
• Preview reports and correspondence being submitted to the Controller of Facilities Services to ensure they are error free;
• Liaise with other departments, Principals, Vice-Principals, and Ministry of Education regarding a wide range of responsibilities and to provide technical and interpretive information;
• Liaise with external vendors, contractors and suppliers;
• Screen and proofread forms, reports, memos, etc. received from various sources for submission to/signature of the Controller of Facilities Services;
• Processing of forms for approval (i.e.Leave of Absence, mileage reimbursement, payroll authorization, cheque requisitions, purchase requisitions, conference forms.
• Meet with visitors in a courteous manner, providing assistance where possible;
• Document in-coming mail and assess for distribution to the Controller of Facilities Service’s personal attention;
• Screen in-coming telephone calls and visitors for the Controller of Facilities Service’s personal attention or referral, giving assistance where possible;
• Type a variety of correspondence, reports, minutes and financial statements, including confidential reports and letters;
• Compose and type agenda and minutes for various committees and some correspondence for the Controller of Facilities Service’s signature;
• Transcribe minutes for various committee meetings;
• Assist with coordination of Eco-Schools Program;
• Updates the school Principal lists and organization charts and distribution to Facilities Services department;
• Assists with Facilities Services department memos as required.

WHAT YOU BRING:

• Grade 12 diploma;
• Completion of additional related post-secondary courses including computer training;
• Minimum three to five years’ experience in a secretarial or related position with one year completed experience in a school board environment;
• Excellent communication skills (written and verbal);
• Exceptional time management skills and ability to prioritize tasks in a fast-paced environment;
• Thorough computer knowledge and experience using Microsoft 365 including Word, Excel, PowerPoint and SharePoint;
• Customer service oriented;
• Completion of a certificate/diploma in the area of Office or Business administration would be considered an asset;
• Experience within a facilities/construction environment considered an asset;
• Knowledge of CMMS (ebase and Archibus software) considered an asset.

This is a full time, permanent position.

HOURS : Monday – Friday 8:30 a.m. to 4:30 p.m.

LOCATION: Catholic Education Centre, Welland, ON

SALARY RANGE: $63,815.70 – $70,906.30 per annum

We thank all candidates for applying; however, only those selected for an interview will be contacted.

At Niagara Catholic, we are an equal opportunity employer that values and celebrates diversity with qualified staff who reflect the communities we serve. We encourage individuals from all backgrounds to apply to our positions.

The Niagara Catholic District School Board is committed to accommodating the individual needs of job candidates within our recruitment processes, in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). If you are contacted by the Niagara Catholic District School Board, please advise if you require an accommodation.