WHO IS REGINA PUBLIC SCHOOLS?

 

Regina Public Schools is located on Treaty 4 land in the homeland of the Métis. It is one of the largest school divisions in Saskatchewan serving the educational needs of more than 25,000 students in 44 elementary schools, 8 high schools, 3 faith-based associate schools, Campus Regina Public and the Allan Blakeney Adult Campus.

 

Our dedicated team of employees include professional and support staff who work to instill the value of knowledge, the dignity of effort and the worth of the individuals by living our Shared Values inside and outside of our classrooms - in our workplace and in our communities.

 

These Share Values are: I belong, I am responsible, I respect, I want to know

 

THE OPPORTUNITY AWAITS YOU

 

The Administrative Assistant III – Facilities and Finance (Purchasing) Departments is responsible for providing general administrative support to the Supervisor of Facility Operations and Manager of Purchasing. Within the Facilities Department, key responsibilities include supporting school facility bookings, tracking and distribution of keys and security fobs, and maintaining related automated system. Within the Finance Department, key responsibilities will include management of emails, assisting with orders, shipping and receiving, and assisting with vendor contract management.

 

WHAT WILL YOU DO

 

1. Process and maintain records for facility bookings:

• Set up and maintain electronic files including user group information, facility booking permits, etc.
• Coordinate access to facilities based on approved school bookings, initiate key requests and/or set up of security fobs, deliver to reception for user pick up, and notify users of building access instructions. 

2. Maintain key and security fob records and systems for internal staff and external  users to ensure appropriate facility access:

• Receive and process key and security fob requests from Division staff and external contractors.
• Monitor security fob system to ensure all doors in all facilities are properly working and report any system warnings to IT for follow up.  

3. Support to Finance (Purchasing) department will include:

• Manage the central purchasing email account, providing responses directly and routing inquiries appropriately.
• Place orders to replenish stock inventory items based on approved minimum stock levels.
• Process and file packing slips for schools and vendors and receive orders in online systems.
• Prepare purchase requisitions and purchase orders and complete follow-up on outstanding orders.
• Assist in vendor contract management including tracking of contracts and ensuring the appropriate information is on file (ie. WCB clearances, insurance documentation).

4. Support the administration of Division issued cell phones:

• Assist with the regular refresh of cell phones with IT and vendors.
• Assist in the coordination of new cell phone contracts, termination of contracts, and transfers of phone numbers.
• Maintain a current list of all school division cell phones and numbers.
• Maintain and track the Division’s cell phone asset inventory.

5. Provide switchboard/reception coverage when required.

6. Perform other duties on an as and when required basis.

 

WHO WE ARE LOOKING FOR

 

Apply today if you meet the following requirements:

• Grade 12 or equivalent.
• Office Education Certificate from an accredited post-secondary institute, or an equivalent combination of education and related experience.
• Minimum one (1) year experience providing confidential and general administrative support.
• Experience working in the education sector is an asset.
• Experience and demonstrated proficiency in working with Microsoft Office programs and automated database systems in an administrative support role.
• Proven ability to interact professionally and positively with a wide variety of internal and external stakeholders and staff from varying backgrounds and relationships with the school division.
• Ability to use judgement, discretion, and tact when providing information.
• Demonstrate a strong attention to detail with skill and precision in the accuracy of verbal and written communications and data entry.
• Strong verbal and written communication skills with the ability to assess needs and effectively adapt and convey information based on the audience.
• Ability to work within daily time constraints and multitask while handling frequent interruptions.
• Proficient and well-developed technology skills, particularly Microsoft 365 applications.
• Must be dependable, able to follow instructions, respond to management direction, and must be able to improve performance through management feedback.
• Ability to work independently with minimum supervision in a team environment.
• Strong problem-solving skills when recommending or clarifying information with others.
• Must be able to obtain and maintain a satisfactory Criminal Record Check for the duration of employment.

This posting will remain open until filled, however applications summitted by June 2, 2025 will receive first consideration.   

 

BENEFITS

 

Regina Public Schools offers competitive wages and attractive benefits, along with the opportunity to be part of a team that makes a difference in the lives of our students and our community. Regina Public Schools is committed to providing equitable employment opportunities. Successful candidates are selected based on merit and on our commitment to a representative workforce. This representation includes the equity groups recognized by the Saskatchewan Human Rights Commission: Indigenous Peoples, people with disabilities, people who are gender and/or sexually diverse, people of colour, people who are newcomers to Saskatchewan, and women in under-represented roles.