Form I-1018

CENTRAL SERVICES SUPPORT STAFF JOB DESCRIPTIONS

POSITION TITLE: Administrative Assistant/Reception and Communication

POSITION SUMMARY:

The Administrative Assistant/Reception and Communication provides general reception and clerical support services associated with the business administration of the Division. The Administrative Assistant/Reception and Communication is accountable to the Corporate Secretary.

POSITION REQUIREMENTS (QUALIFICATIONS):

Category 1 – High School Diploma Category 2 – Business/Office Administration Certificate or Diploma Good working knowledge of office computer applications. Ability to maintain effective communications with other employees, callers and visitors to the office. Ability to communicate effectively, orally and in writing. General knowledge of office procedures and equipment. Maintain confidentiality.

GENERAL DUTIES:

Provides clerical support as assigned by the Corporate Secretary. Provides general reception duties. Coordinates mail service for Division. Coordinates and produces Division newsletter. Issues office receipts for the Division and assists with bank reconciliations.

October 30, 2008

Form I-1018

CENTRAL SERVICES SUPPORT STAFF JOB DESCRIPTIONS

POSITION TITLE: Administrative Assistant/Curriculum and Instruction

POSITION SUMMARY:

The Administrative Assistant/Curriculum and Instruction provides clerical support services for the Curriculum and Instruction department. Some other assistant general central office duties may also be specified in this job description. The Administrative Assistant/Curriculum and Instruction is accountable to the Deputy Superintendent.

POSITION REQUIREMENTS (QUALIFICATIONS):

Category 1 - High school diploma. Category 2 – Office/Business Administration Certificate. Category 3 – Office/Business Administration Diploma. Training in office procedures and equipment. Good working knowledge of office computer applications. Ability to maintain effective relations with other employees, callers and visitors to the office. Ability to communicate effectively, orally and in writing. Ability to cope with fluctuations in volumes of work. Maintain confidentiality.

GENERAL DUTIES:

Provides general clerical support for Curriculum and Instruction staff. Prepares agendas and maintains minutes of the Administrators’ Meetings. Assists with the typing, photocopying and collating of correspondence, reports and other documents

for the Curriculum and Instruction department. Assists with the organization and hosting of Professional Development meetings and activities. Manages Conference Centre bookings. Maintains Division scrapbook. Assists with the preparation of material for Teacher Recruitment. Maintains the Holy Family Catholic Regional Division No. 37 calendar on web page. Maintains web pages for AISI, FNMI and Student Services. Back up for Administrative/Reception and Communication. Assists with Schollie Survey. Recommends changes in procedures and practices relating to the job description to the Deputy

Superintendent. Performs other duties as assigned by the Deputy Superintendent.

Sept. 18, 2002Updated: 10-30-08/01-24-08/06-25-07

Form I-1018

CENTRAL SERVICES SUPPORT STAFF JOB DESCRIPTIONS

POSITION TITLE: Administrative Assistant/Records Management

POSITION SUMMARY:

The Administrative Assistant/Records Management provides general clerical support services associated with the records management and business administration of the Division. The Administrative Assistant/Records Management is accountable to the Corporate Secretary.

POSITION REQUIREMENTS (QUALIFICATIONS):

Category 1 - Office Administration or Business Administration Certificate Category 2 – Office Administration or Business Administration Diploma Good working knowledge of office computer applications. Training in office procedures and equipment. Good working knowledge in records management and information systems. Ability to maintain effective relations with other employees, callers and visitors to the office. Ability to communicate effectively, orally and in writing. Ability to cope with fluctuations in volumes of work. Maintain confidentiality.

GENERAL DUTIES:

Provides clerical support as assigned by the Corporate Secretary. Develops and manages the records management system of the Division. Assist s the Corporate Secretary to ensure that records management and central filing systems are

consistent with FOIP legislation. Maintains the Division webpage. Assist with the Division Newsletter. Assists with general reception and mail service. Provides clerical support for Occupational Health and Safety. Transportation Services and

Maintenance. Develops and maintains system of inventory for Division equipment. Assists with issuing official receipts for the Division and bank reconciliation and deposits. Performs other duties as assigned by the Corporate Secretary. Recommends changes in procedures and practices relating to the job description to the Corporate

Secretary.

Sept. 18, 2002Updated: 10-30-08/01-24-08/06-25-07

Form I-1018

CENTRAL SERVICES SUPPORT STAFF JOB DESCRIPTIONS

POSITION TITLE: Administrative Assistant – Human Resources/Student Information

POSITION SUMMARY

The Administrative Assistant – Human Resources/Student Information position manages all aspects of the personnel department and the Student Information System.

POSITION REQUIREMENTS (QUALIFICATIONS):

Office Administration or Business Administration Diploma or related educational equivalent. Minimum of three years experience in a similar position. Ability to maintain effective relations with other employees and members of the public. Ability to cope with high volume of work. Ability to work independently. Ability to communicate effectively, orally and in writing. High professional commitment. Maintain confidentiality.

GENERAL DUTIES

Ensures that all payroll related forms are completed correctly by employees. Corresponds and/or answers directly any questions and/or concerns raised by employees regarding

classification and benefit items. Benefit administration and liaison with Alberta School Employee Benefits Plan. Employee contract administration. Back up position for Payroll and Accounts Payable. Bellamy District Support. Long term service and meritorious awards. Teacher Registry. Purchase cards applications/terminations. Manages computerized student information system. Liaison staff member between schools and Central Office for the Student Information System. Ensures that Student Information System data be forwarded to Alberta Education in a timely

manner. Advises Corporate Secretary/Treasurer of policy changes that may be necessary. Recommends changes in procedures and practices relating to the job description to Supervisor.

Sept. 18, 2002Updated: 06-25-07

Form I-1018

CENTRAL SERVICES SUPPORT STAFF JOB DESCRIPTIONS

POSITION TITLE: Administrative Assistant – Payroll

POSITION SUMMARY

The Administrative Assistant – Payroll is responsibility in managing the payroll system of the Division.

POSITION REQUIREMENTS (QUALIFICATIONS):

Diploma in Office Administration or Business Administration or related educational equivalent. Minimum of three years experience in a similar position. Ability to maintain effective relations with other employees and members of the public. Ability to cope with high volume of work. Ability to work independently. Ability to communicate effectively, orally and in writing. Personal flexibility – will have to do some traveling. High professional commitment. Maintain confidentiality.

GENERAL DUTIES:

Prepares, calculates, administers and processes payroll data for all employees of the Holy Family Catholic Regional Division No. 37.

Maintains controls over the computerized payroll systems and all payroll information files. Verifies that input/output data and all pay calculations are accurate and reconciled against the

general ledger. Makes deductions from salary for income tax, C.P.P., E.I., pension plans and group insurance plans in

accordance with government regulations and/or contracts. Implement salary rates paid in accordance with the approved schedules and/or contracts after the

Principals have approved their respective support staff. Provides information as required by the Corporate Treasurer/Secretary, outside agencies and

employees by issuing reports, schedules, statements and correspondence regarding salaries, employee or employer contributions to insurance and pension plans and union dues.

Ensures that all payroll remittances are accurate and made to the proper authorities on time. Corresponds and/or answers directly any questions and/or concerns raised by employees

regarding payroll items. Accruals Back up for Human Resources and General Ledger. Advises Corporate Secretary/Treasurer of policy changes that may be necessary.

Sept. 18, 2002Updated: 06-25-07

Form I-1018

CENTRAL SERVICES SUPPORT STAFF JOB DESCRIPTIONS

POSITION TITLE: Administrative Assistant – Accounts Payable

POSTION SUMMARY

The Accounting Clerk – Accounts Payable position provides for administrative accounting support to the Regional Division. Primary duties relate to accounts payable and accounts receivable. This position ensures that vendors are paid and monies received under the terms and conditions specified by purchase orders, contracts, invoices and accounts payable/receivable vouchers. This position supports the development of school-based management.

POSITION REQUIREMENTS (QUALIFICATIONS):

Category 1 - Office Administration or Business Administration Certificate. Category 2 – Office Administration or Business Administration Diploma. Minimum of three years experience in an accounting position. Ability to maintain effective relations with other employees and members of the public. Ability to cope with high volume of work. Ability to work independently. Ability to communicate effectively, orally and in writing. High professional commitment. Maintain confidentiality.

GENERAL DUTIES:

Reviews and reconciles statements received from vendors and ensures prompt payment of all invoices.

Verifies that extensions on incoming invoices matches with receiving copies and ensures that no duplication of payment occurs.

Processes and codes all invoices in accordance with the Division’s chart of accounts. Prepares computer and manual cheques as required. Prepares reports as required. Ensures that backups are completed at the end of each cheque run. Works with school secretaries to assist in management of accounts. Processes, codes receipts and balances petty cash for Central Office. Balances and distributes funds for supplies purchased by staff fund. Makes up manual entries for Journal Entries for bank reconciliation as a control function. Advises Corporate Secretary/Treasurer of policy changes that may be necessary. Performs the duties of the receptionist during absences from the position. Recommends changes in procedures and practices relating to the job description to Supervisor.

Sept. 18, 2002Updated: 10-30-08/06-25-07

Form I-1018

CENTRAL SERVICES SUPPORT STAFF JOB DESCRIPTIONS

POSITION TITLE: Administrative Assistant – Executive Secretary

POSITION SUMMARY

The Executive Secretary is concerned primarily with clerical, secretarial and support services associated with the Superintendent. The Executive Secretary is accountable to the Superintendent.

POSITION REQUIREMENTS (QUALIFICATIONS):

Office Administration or Business Administration Diploma. Good knowledge of word processing. Ability to maintain effective relations with other employees and members of the public. Ability to cope with high volume of work. Ability to work independently. Ability to communicate effectively, orally and in writing. High professional commitment. Ability to maintain effective relations with other employees, callers and visitors to the office. Maintain confidentiality..GENERAL DUTIES:

Acts as Secretary to the Superintendent. Assists in the development and distribution of School Board Policy. Maintains an Action List from Board Meetings and distributes to administration in Central Office. Assists in distribution of information to Trustees. Prepares the agenda for all regular and special board meetings and appropriate committee

meetings. Distributes the agenda and support documentation to the Board members sufficiently in advance of meetings.

Attends all Regular Board of Education meetings and prepares all minutes and correspondence arising from the actions and decisions of the Board of Trustees.

Coordinates Board Conferences and activities. Maintains minutes of the Central Office Administration meetings or other meetings of the

Superintendent if required. Ensures the typing, editing, proofreading and reproduction of reports, proposals, etc., for the

Superintendent. Recommends changes in procedures and practices relating to the job description to the

Superintendent.

Sept. 18, 2002Updated: 010-30-08/06-25-07

Form I-1018

CENTRAL SERVICES SUPPORT STAFF JOB DESCRIPTIONS

POSITION TITLE: WAN System Administrator

POSTION SUMMARY

The WAN System Administrator has responsibility in ensuring the proper operation and the maintenance of the computer system of the Regional Division. The WAN System Administrator is responsible to the Assistant Superintendent of Technology and Human Resources.

POSITION REQUIREMENTS (QUALIFICATIONS):

Technician Diploma or related equivalent education. Ability to maintain good working relationships with school-based technicians and school

administrators. Ability to maintain effective relations with other employees and the public. Ability to communicate effectively, orally and in writing. Ability to cope with high volumes of work. Maintain confidentiality.

GENERAL DUTIES:

Designs, sets up and maintains WAN and LAN. Troubleshoots and repairs computer equipment. Provides in-servicing as requested. Provides support for Internet/Intranet Installs and maintains network operating systems and application software on WAN/LAN and stand-

alone computers. Configures and maintains router table. Provides preventative maintenance of equipment Keeps abreast of new developments in technology. Assists, advises and provides technical input to schools and the Division in matters concerning

computer equipment purchase and implementation. Assists school based technicians in developing skills in areas of installation, repair and preventative

maintenance of computer equipment and LAN Provides technical expertise regarding long range planning of the Division’s ICT needs. Performs other tasks as assigned by the Assistant Superintendent of Technology and Human

Resources.

Sept. 18, 2002Updated: 06-25-07

Form I-1018

CENTRAL SERVICES SUPPORT STAFF JOB DESCRIPTIONS

POSITION TITLE: Maintenance Worker

POSTION SUMMARY:

The Maintenance Worker is primarily responsible for the maintenance and repair of Division Facilities. The incumbent is responsible to the Board of Trustees through the Corporate Secretary.

POSITION REQUIREMENTS (QUALIFICATIONS):

Three years of related experience. Ability to maintain good working relationships with school-based custodians, maintenance workers

and school administrators. Ability to maintain effective relations with other employees and the public. Ability to communicate effectively, orally and in writing. Ability to cope with high volumes of work. Maintain confidentiality.

GENERAL DUTIES:

Arranging quotes to repair and maintain work. Repairing and maintaining Division facilities so they are kept in a respectable state of repair. Helping to ensure that Division facilities are kept in clean and tidy condition Painting and repairs to the interior and exterior of Division Facilities. Minor renovations. Maintaining and repairing heating, plumbing and electrical systems. Desk, furniture and equipment repair and maintenance. Installing, maintaining and repairing of fences and playground equipment. Building cabinets and shelving. Suggesting improvements to the overall maintenance program. Performing other duties as assigned by the Corporate Secretary.

Sept. 18, 2002Updated: 06-25-07

Form I-1018

CENTRAL SERVICES SUPPORT STAFF JOB DESCRIPTIONS

POSITION TITLE: Supervisor of Facilities and Transportation

POSTION SUMMARY:The Supervisor of Facilities and Transportation is primarily responsible for the maintenance, repair and operations of the Division. The incumbent is responsible to the Board of Trustees through the Corporate Secretary.

POSITION REQUIREMENTS (QUALIFICATIONS): Journeyman Tradesman. Five years of experience in a similar field. Ability to plan facility enhancements. Ability to work within a team setting. Ability to maintain good working relationships with school-based custodians, maintenance workers

and school administrators. Ability to maintain effective relations with other employees and the public. Ability to communicate effectively, orally and in writing. Ability to cope with high volumes of work. Maintain confidentiality.

GENERAL DUTIES: Ensuring the regular operation of good maintenance and repair of the Division’s facilities, vehicles

and equipment. Approving normal expenditures for repairs, supplies and services pertaining to this area of

responsibility. Assisting in planning and estimating requirements, scheduling and preparation of budgets and

reports. Advising Principals to ensure that all facilities receive good caretaking services. Assisting Principals in supervising and evaluating caretaking and maintenance staff and contracts. Assisting Principals in the selection, assignment of duties, administration, advancement and

dismissal of maintenance and custodial personnel and contracts. Maintaining required personnel records and reporting personnel and payroll information as

required. Performing regular inspections and issuing written reports on the Division’s facilities and vehicles. Maintaining liaison with school level administrators on day-to-day operation concerns. Advising or obtaining advice for the Corporate Secretary on the operations, improvement and

planning of the Division’s facilities and transportation system, including policy review and development.

Developing and maintaining a Division Preventative Maintenance Program. Receiving the approval of the Corporate Secretary for any work where the costs will exceed

approved or budgeted allocations. Other related duties as assigned by the Corporate Secretary.

Form I-1018

CENTRAL SERVICES SUPPORT STAFF JOB DESCRIPTIONS

Sept. 18, 2002/Updated: 06-25-07