Edmonton Catholic Schools is a large urban school division whose mission is to provide a Catholic education that inspires students to learn and that prepares them to live fully and to serve God in one another. The Division is comprised of over 44,000 students and 5,000 employees in 95 schools plus other sites.
Requisition ID: 8905
Hours Per Week: 35
Position: Existing
FTE: 1
Department: Electronic Services
No Months Per Year: 12
Position Status: Permanent
Employee Group: Unifor
Rate of Pay: $42,132 - $59,712
Posting Closing Date: 9/13/24
Edmonton Catholic Schools is seeking an Administrative Support 5 to support in the Electronic Services department. The Admin Support 5 - Electronic Services manages and coordinates a range of administrative support for Electronic Services. This job assists Supervisors, Department Managers, Directors and Technicians with a wide range of activities related to administrative processes. Key responsibilities include management of access control components, monitoring security and fire systems, inventory management, records management, work order processing, timesheet processing, OH&S components including Field Level Hazard Assessments processing and weekly PowerPoint preparation. The job generates a variety of reports including security system activities, fire system deficiency, fire system inspection logs, inventory reorders, various inventory reports, Field Level Hazard Assessment logs, projects progress and costs.
As first line of contact for the Department, the incumbent receives all calls and electronic inquiries, determines what is required and completes or directs accordingly. For urgent or emergency problems/situations, the appropriate Supervisor is immediately notified while dispatching staff to handle the issue.
To support the various program areas, the incumbent must have general knowledge of procurement, warehouse, project management and financial services policies and procedures, as well as extensive inventory management and intrusion and fire system knowledge.
1. Communication Support
- Respond to inquiries, addresses issues and resolves problems
- Respond to calls about building access and classroom problems
- Determine the urgency of the problem and dispatch a staff member or contractor to the site
- Follow up with Maintenance Services to ensure problem has been addressed
- Liaise with other departments to share/exchange information on inventory and purchase order matters
- Interprets and clarifies department, Division financial policies and procedures to respond to inquiries
- Interprets and clarifies department, Division procurement policies and procedures to respond to inquiries
2. Work Order Support
- Enter data and maintain tracking system for upgrades and Government of Alberta funded projects
- Print and distribute copies to the respective Supervisor, Maintenance Services
- Verify costs coded to work orders are complete and compatible to expected estimates and scope of work
- Provide information to Site Administrators and resolve problems on use of the electronic work order system
- Communicate with Site Administrators on the status of work orders
- Provide office-based support to Electronic Supervisors and other Field Operatives
- Research work order history and clarify with originator where scope of work is unclear
- Receive calls from Sites and other customers and provide updates on work orders
- Address urgent situations by creating a work order and following up with supervisors and/or managers, dispatching immediately if requested
3. Site Security Support
- Continually monitor Outlook, IT Service Portal and Cayenta for inquiries throughout the day
- Maintain database and electronic files of Division staff, contractors, and lessees fob and key access and their respective associated Site
- Maintain database of Division staff, contractors, and lessees alarm codes and their respective associated Site
- Protect integrity and security of properties, through ensuring access only to authorized personnel
- Distributes fobs and keys for access control for entire Division including staff, contractors, and lessees
- Receives, logs and disposes returned fobs and keys. Logs lost or stolen fobs and keys
- Communicate changes to alarm monitoring company that affect after hours emergency response
- Communicate changes to supervisors and contractors regarding alarm code and expiration dates
- Prepare, communicate and distribute site security documentation and information to site and staff
- Extract, edit, and print reports from the DLS Security System Software upon request
- Handle alarm change requests within Outlook, IT Service Portal and Cayenta Work Request Self Service
- Monitor guard reports and investigate alarm incidents
- Monitor missing key box keys
- Follow up with traces and notify sites of lapse in security protocol
4. Financial Support
- Clarify costs of site funded projects for administrators
- Respond to all vendor, department and site inquiries pertaining to invoices, payments, exchanges, etc.
- Assist Procurement with invoice reconciliation
- Follow up with site and vendor if errors detected
- Provide and obtain information on vendor accounts
5. Data Entry and Records Management
- Handle records management including the retention and disposal of contracts, records and files in accordance with the Freedom of Information and
- Protection of Privacy (FOIP) legislation specifically related to records management
- Enter GOA funded projects into Alberta Infrastructure's Building and Land Information Management System
- Maintain data in the work order tracking system for upgrades and GOA funded projects
- Ensure coding and financial information are appropriate and uniform
- Determine discrepancies on monthly project tracker and adjust accordingly
- Maintain intrusion data within various applications
- Maintain all inventory data in both Cayenta and Inventory Shopping Cart
- Build and maintains fire inspection database in Teams
- Build and maintains spreadsheet consisting of purchase order, inventory and consumable details, etc.
- Maintain Facility Services Staff Directory and Department Security Contacts
- Maintain Department intranet content
- Maintain Technician records including tool/personal protective equipment allocation, vehicle inspections, Field Level Hazard Assessments, and ticket/certification designation
- Prepare work directives and enter into tracking system
6. Preventative Maintenance Support
- Prepare work orders and dispatch staff or contractors
- Coordinate maintenance schedules to minimize classroom disruptions
- Follow up on inspection and repairs and organize associated documentation
- Ensure reported inspection deficiencies correlate to resulting repairs and invoiced accordingly
- Receive emergency calls and dispatch staff or contractors to respond
- Participate in annual inventory count
7. Attendance and Compensation
- Review timesheets and ensure information and total hours are accurate
- Collect, distribute and process all time-off requests
- Maintain staff database and ensure attendance information is entered into Absence Management System and is available to managers for staffing level considerations
- Determine discrepancies in data and adjustment accordingly
- Enter and track AUPE staff reimbursement per the Collective Agreement
8. Department Support
- Manage and maintain confidential documents and reports including access control, alarm codes, procurement records, hazard assessments and vehicle reports, in accordance with Division policies
- Handle records management including the retention and disposal of contracts, records and files in accordance with the Freedom of Information and
- Protection of Privacy (FOIP) legislation specifically related to records management
- Handle all procurement items including processing inventory reorders, special order requests and inventory/order inquiries within departments
- Provide site access and security report
- Receive and distribute documents, correspondence and coordinate mail-ins and mail-outs
- Generate a range of written material including correspondences, reports and tables
- Assist department Supervisor with special projects relating to department improvement
- Assist team during periods of peak workload or with special projects. Conduct research as requested
- Participate in unit and department meetings. Schedule department meeting dates, prepare presentations, agendas and meeting notes. Reserve meeting rooms
- Provide computer support and training on a variety of software applications for staff
- Recommend and implement changes in administrative processes
9. Environmental Activities
- Receives Site requests regarding outdated electronics for disposal and coordinates with Warehouse Services pickup information
10. Inventory Management
- Order all electronic items including inventory, special orders and consumable items. Process all weekly/bi-weekly inventory reorders in accordance with procurement and inventory control principles, practices and procedures
- Process all purchase requisitions and quote requests via ECSD Purchasing Site
- Assist with managing inventory control by identifying potential needs and shortages
- Assist with inventory tender bids by providing pertinent information to Procurement
- Maintain all inventory item details within Cayenta and Inventory Shopping Cart for current and new items
- Maintain consumable levels and upkeep of area. Confirm receipt and put away items.
- Build and maintains inventory database including purchase order information, inventory details, min/max levels, usage data, status
- Build and maintain inventory standard procedures, controls and systems
Department contact to address and resolve inventory-related inquiries or problems with departments including Procurement, Warehouse, Finance and vendors
- Assist with annual inventory physical count
- Coordinate direct shipments for missed, lost or damaged items with vendor and Warehouse
- Research new inventory information and Technician inquiries upon request
- Inquire on outstanding orders for shipping details and estimated time of arrivals
JOB QUALIFICATIONS
Business Administration diploma in an area related to office administration, plus three years of directly related experience
- Knowledge of basic accounting principles and financial services policies and procedures
- Knowledge of electronic systems including Cayenta, Cayenta Employee Request Management System,
- Work Order Self-Service (WRSS), Inventory Shopping Cart, Purchasing Site, IT Service Portal, attendance system (AESOP) and security systems software including DLS 2002, DLSS, Ademco and Kantech
- Knowledge of procurement and inventory control principles and practices and procedures
- Knowledge of basic warehouse practices and procedures
- Knowledge of database and records management procedures
- Awareness of Alberta Education and Alberta Infrastructure policies, procedures and regulations related to maintenance and construction projects
- General knowledge of staffing principles, Unifor and AUPE Collective Agreements
- Knowledge of Microsoft programs including Office 365, Word, Excel, PowerPoint, Teams, Outlook, Access, Adobe, Photo Editing, Internet Explorer, PeopleSoft and SharePoint
- Knowledge of Freedom of Information and Protection of Privacy (FOIP) Legislation specifically related to records management
- Knowledge of Workplace Safety and awareness of Occupational Health and Safety regulations
- Knowledge of District and department policies, procedures, business and operations
- Awareness of the Division operations, business and programs
- Strong verbal and written communication skills
- Strong problem solving and analytical skills
- Strong teamwork skills and the ability to work independently
- Strong organizational and project management skills with the ability to meet deadlines and balance competing priorities
- Strong research skills and the ability to develop and implement best practices
- Ability to work in an autonomous environment while performing tasks independently using considerable judgement
- Ability to perform complex tasks and make decisions quickly and independently while using considerable judgement
- Ability to work within tight timelines, while maintaining a prominent level of accuracy
- Ability to develop and maintain Division staff and client contact relationships both verbally and in writing, requiring tact and courtesy
- Ability to use discretion and handle confidential information appropriately
- Ability to work with numbers and attention to detail
- Ability to grasp new tasks and procedures introduced
Edmonton Catholic Schools is committed to maintaining a respectful and inclusive workplace that welcomes and values candidates from diverse backgrounds. We hire employees of all faiths for non-teacher positions.
As a Catholic School Division receiving public funding, our schools and departments are imbued with our Catholic Faith. Candidates are expected to exhibit respect and sensitivity towards our Catholic beliefs and practices embraced by both students and staff.
Edmonton Catholic Schools offers a comprehensive benefits program based on contract status as part of its total compensation package.
Before employment, successful candidates will be required to submit a Police Information Check and Intervention Record Check dated within six months of hiring.
Due to the high volume of applications received, only qualified candidates who are shortlisted will be contacted.
