Elk Island Public Schools (EIPS) is one of the largest school divisions in Alberta, serving the education needs of approximately 17,750 students in 43 schools. Every day, the staff and students of EIPS are encouraged to pursue opportunities to grow and discover their passions in life. We pride ourselves on providing staff and students with the tools to achieve success by offering dynamic programming, current resources, and practical professional learning opportunities.

EIPS is recruiting a full-time Senior Administrative Assistant with Next Step. This is a 12-month position working 4 hours a day with Next Step and Continuing Education Summer School and 3 hours with Campus EIPS. Position is located out of the Sherwood Park campus and Bev Facey. A strong background

in financial operations, services and software is an required for this

position.

• Commencing May 28, 2026
• 35 hours per week (Monday to Friday, 7 hours per day)
• Open to internal and external applicants
• Click on “Sign in With Employee Email” to be considered an Internal Applicant
• EIPS offers a comprehensive benefit package

Next Step Sherwood Park provides flexible outreach programming for grades 8 to 12 students with 11 teaching staff and three support staff. The school is located in Sherwood Park, AB.

Next Step is a supportive, alternative school for students who require a non-traditional, individualized program. Located in community-based sites in Sherwood Park, Fort Saskatchewan and Vegreville, Next Step provides students with:

• a safe, comfortable environment;
• flexible, individual schedules;
• the opportunity to take responsibility for their own education and to experience success; and
• excellent teachers and encouraging and respectful staff.

JOB SUMMARY

The Senior Administrative Assistant focuses on supporting the day-to-day operations and administrative tasks in a school, and contributes to the operational effectiveness of Elk Island Public Schools (EIPS) and its educational environment. The position ensures effective front-desk operations and coordination which includes developing effective and efficient procedures, planning and maintaining schedules; facilitating communications with students, families, staff, and visitors; verifying and reporting attendance. Related responsibilities include monitoring inventory levels, purchasing and reconciliation; managing records; and managing activity-based funds and executing routine financial transactions tied to school operations and events. This position ensures, as needed, effective management of routine transactions within limited financial risk to the division. The Senior Administrative Assistant supports various school events and activities while contributing to a positive, respectful work environment. Specific position duties may vary within the areas of key responsibility and are determined by school needs.

KEY RESPONSIBILITIES

Budget and Invoices

• Support administration with budget processes as required and in compliance with administrative procedures and regulatory requirements.

• Manage transactional financial duties including accounts payable, accounts receivable, preparing invoices, collection of funds, bank deposits, journal entries, process purchase card transactions, and administration of student fees ensuring data is up to date for the year.

• Participate in the annual budgeting and planning process with administration.

• Monitor collection of school fees, collaborate with families to develop payment options for outstanding fees as per administrative procedures.

• Advise administration of ongoing issues with collection of school fees.

• Assist administration as needed in areas of financial duties such as monitoring annual financial transactions, tracking department budgets, and running financial reports while ensuring appropriate allocation of short term and/or activity-based funds in accordance with administrative procedures.

Record Management (Student and School)

• Confirm and maintain school course schedules, student timetables and teacher schedules as directed by administration.
• Update and maintain student records in consultation with administration and other school staff.
• Manage correction and verification forms, and registrations to ensure all necessary information and documentation is obtained.
• Assist in the report card administration process, which may involve uploading information to the Provincial student information system.
• Register new students, process transfers, manage student departures, and update student demographic information.
• Generate various reports in collaboration with administration.
• Maintain strict confidentiality, ensure student and staff records are secure and managed in accordance with legislation such as the Protection of Privacy Act (POPA).
• Identify records eligible for disposal, complete records disposition requests, and dispose of records as per administrative procedures and POPA.

Administration and Office Support

• Provide excellent service to students, staff, parents, and visitors including managing front door security, answering phone calls and emails along with the intercom and in person inquiries.
• Effectively deal with complaints works to resolve issues and answer information related items that do not need to be referred to the administration.
• Coordinate workflow in the school office, including providing support and assistance to other staff.
• Assist with internal and external communication with all stakeholder groups including preparing notices for families, letters, school newsletters and other documents as required.
• Administer the system parent portal account and assist parents as needed.
• Provide professional support to administration on various tasks and projects as needed. Assist in safety drills and ensure all students, staff and visitors are accounted for.
• Maintain updates to the school website, including the school calendar.
• Maintain an inventory of general supplies, source vendors and products for purchase, and order supplies as approved by administration.
• Maintain the absence system by verifying entries and meeting payroll deadlines.
• Assist staff with booking substitutes as needed and provide substitutes with necessary resources including staff timetables, lesson plans, key access, etc.
• Develop and maintain school parent/teacher interview bookings.
• Ensure audit compliance with Alberta Education and provincial student information policies.
• Engage in professional development on an ongoing basis including the use of emerging technologies.
• Accurately maintain student attendance records ensuring data is up to date.
• Generate attendance reports and promptly alert parents of unnotified student absence and inform administration of attendance concerns.
• Monitor reported student symptoms to determine patterns of concern within classes.
• Provide basic first aid to students, staff and visitors as required and distribute student medication as per administrative procedures.
• Provide backup support to front office staff to ensure timely, effective service to students, staff, parents, and visitors.
• Effectively deal with complaints works to resolve issues and answer information related items that do not need to be referred to the administration.
• Support administration with various tasks and projects, and train and mentor staff as needed.
• Provide oversight for attendance reporting and facilitate communications to parents and administration regarding concerns.
• Administer the parent portal system account and assist parents as needed.
• Assist with safety drills and ensure all students, staff and visitors are accounted for.
• Assist school staff with booking substitutes and ensuring substitute staff are equipped with necessary resources including staff timetables, lesson plans, key access, etc.
• Provide basic first aid to students, staff, and visitors as required and distribute student medication as per administrative procedures.
• Maintain accurate school employee records including completing new hire request forms and payroll change forms, ensuring staff absences are entered into Atrieve, and meeting payroll deadlines.
• Liaise with Payroll and Human Resources to report and resolve issues while ensuring compliance with regulations, administrative policies and deadlines.
• Manage purchase requests for supplies, books, equipment and furniture, ensuring timely procurement, adherence to budgetary allocations, and compliance with administrative procedures.
• Liaise with the Purchasing to create contracts for services in accordance with administrative procedures.
• Maintain supply inventories, source vendors and products for purchase, and order supplies as approved by administration.
• Liaise with IT for troubleshooting and to maintain current office information systems including Microsoft office and other school systems.
• Engage in professional development on an ongoing basis including the use of emerging technologies.

QUALIFICATIONS

Education

• Minimum Required: Certificate or diploma in office management, business administration, or related equivalency.
• Preferred: Accounting coursework

Experience

• Minimum Required: 3 years of office administration experience. As well as, front office and customer service experience.
• Preferred: Basic accounting/bookkeeping experience.
• Previous school division experience, including managing student records.

Knowledge, Skills and Abilities

Minimum Required:

• Attention to detail and accuracy in record-keeping.
• Excellent oral and written communication and interpersonal skills.
• Strong prioritization, organization, multitasking, problem solving, and time management skills.
• Ability to successfully work in a multi-disciplinary team environment as well as independently with minimal supervision.
• Strong ability to adapt and manage change with frequent interruptions.
• Proficient in Microsoft Office Suite, emerging technologies, and web-based applications.
• Knowledge of records management principles including the Protection of Privacy Act (POPA).
• High level of integrity, business professionalism and discretion in dealing with confidential and sensitive information.

Preferred:

• Familiarity with EIPS platforms such as PowerSchool, Spend Dynamics, Atrieve, SharePoint, and Permission Click.
• Familiarity with provincial student information systems and policies.

For more information, please contact Barclay Spady, Principal, Next Step, at 780-464-1899 or email .

Only online applications will be accepted.

Elk Island Public Schools appreciates and considers all applications; however, we only contact candidates who are selected for interviews.

If you require assistance with the application system, please call Apply to Education at 1-877-900-5627 or emailinfo@applytoeducation.com.