AMDSB - Non-Union - Financial Services - Administrative Assistant

NON-UNION POSTING

Administrative Assistant

Financial Services

Avon Maitland District School Board (AMDSB) provides first class education to students and families throughout Huron and Perth Counties. We aim to engage, inspire, and innovate, in all that we do! We are always learning! Our work is guided by a Strategic Plan and highlights 3 main areas of focus that enable our students and staff to say: We are prepared. We are well. We are engaged.

Our vision is to engage , inspire , innovate , because we are always learning .

We are accepting applications for the following Non-Union 1.0  FTE Permanent Administrative Assistant at the Education Centre in Seaforth.

Hours of Work: 35  hours per week (12 months per year)

Start Date: January 4, 2027

Rate of Pay: $57,946 - $66,280 per Level 3 in accordance with the Terms and Conditions of Employment for Non-Union, Management, Administrative and Supervisory Employees

Vacancy Status:  current vacancy

Reporting to the Senior Finance Manager, the successful candidate will support the Financial Services Management Team in the day to day operations of the department.

Essential Functions and Responsibilities 

• Assist in the preparation of the Board Budget and Annual Financial Statements including:

• preparation of the budget report, year-end working papers, and reconciliations;

• data entry EFIS files;

• distribution of documents; and

• preparation of information for Finance Committee, Audit Committee, external Auditors, and the Board

• Assist with monthly reconciliations including: 

• preparation and maintenance of general ledger account reconciliation working papers and files;

• journal entry preparation; and

• follow-up with staff and other departments

• Assist in the preparation of periodic (regular and ad-hoc) reports and spreadsheets including support for reporting to other departments, Senior Staff, Ministry of Education and others

• Support the administration of special grant reporting including: 

• tracking and monitoring of reporting deadlines;

• notification of upcoming deadlines and distribution of reporting templates to other departments; and

• coordination of approval signatures and submission of reports

• Support the documentation of Financial Services processes including the updating and maintenance of Administrative Procedures

• Audit accounts payable cheque and electronic payment processes

• Audit employee travel and expense claims to ensure compliance to Administrative Procedure(s) including review and communication with staff

• Support the documentation and reporting of information required by the Canada Revenue Agency including:

• tracking and issuance of charitable tax receipts; and

• preparation and issuance of annual income tax slips (T4A, T5)

• Support the administrative functions of the department including:

• scheduling of meetings and workshops;

• drafting of memoranda, documents, schedules and letters;

• type, edit, proofread and finalize correspondence;

• photocopy and collate documents for distribution, mailing and filing;

• archiving of financial records; and

• preparation of agendas and minutes in support of Audit Committee, Finance Committee, and the department

• Work in a cooperative team fashion to support other departmental staff re: holidays, illness and overflow/peak periods

• Assist with miscellaneous departmental functions and perform other related duties as required

Qualifications and Experience 

•  2 Year Business or Executive Secretarial Diploma from a recognized Community College and three years secretarial and/or administrative experience or equivalent combination of education and experience.

• Proficiency in Microsoft Office (Excel, Word)

• Strong analytical and problem-solving skills

• Attention to detail and accuracy

• Effective written and oral communication skills 

• Excellent organization and time management skills

• Ability to work independently and collaboratively across teams

Note - A criminal background check will be part of the recruitment process.

Why Join AMDSB?

• We believe our students are at the core of what we do; we are committed to creating inclusive, inspiring and innovative learning environments.
• Great work culture with staff who embrace and seek meaningful careers.
• Work with a diverse and dynamic team that fosters a culture of belonging and collaboration.
• Competitive compensation package:
  • Pension Plan : Defined pension plan through the Ontario Municipal Employees Retirement System ( OMERS )
  • Health & Dental Benefits :
    • Extended and Supplementary Health, Paramedical Services, Dental, including Orthodontics, Out of Province/Country and Health Care Spending Account through ONET
    • Comprehensive short-term and long-term disability coverage plans
  • Employee Assistance Program (EAP) through TELUS which includes:
    • 24/7 confidential support
    • Access to information on personal fitness, nutrition, career, financial and legal advice; relationship & family support, and overall well-being resources

Apply today!

Interested applicants are requested to apply through Apply to Education.

We thank all applicants for their interest in opportunities with the Avon Maitland District School Board. Contact will be made with applicants whose experience and qualifications most closely match the requirements of the position.

If you require assistance with your application, please call customer service at 1-877-900-5627.

Communication with short-listed applicants will be made through the contact information (email address and/or phone number) provided on the applicant's profile page.

The AMDSB is committed to equity in employment and equitable hiring practices that allow us to engage qualified staff who reflect diversity. We will make any reasonable accommodation, based on any of the human rights protected grounds, to support candidates to participate in the hiring process.

Dr. Graham Shantz, Chief Executive Officer