The Ottawa-Carleton District School Board is the largest school board in Eastern Ontario and offers students and parents a world of choice for learning. Our nearly 150 schools offer a wide range of programs to promote learning excellence and meet the individual needs of students, parents, and the community at large. Our schools are teaching communities where principals, vice-principals, teachers and support staff nurture student well-being and challenge students to achieve their best.
We are seeking a creative, dynamic, committed professional to join our team:
Office Assistant - Continuing Education (Secondary Credit and Literacy & Numeracy programs)
100% Regular
Monday - Friday, 35 hours per week,
Work Location: 440 Albert Street, Ottawa ON
ESP Level 4: $21.98 to $27.53 per hourUnder the general direction of the Continuing Education Officer and the Continuing Education Principal, the Office Assistant assists with the intake, registration, enrolment functions and provides clerical and administrative support for Secondary Credit (Night/Summer) and Literacy & Numeracy programs.
Main responsibilities include but are not limited to:
Reception duties, including welcoming visitors, responding to inquiries (over the phone, in-person, Google Meet, email), preparing and distributing various correspondence;
Reviewing and distributing incoming mail;
Registering students, verifying prerequisite requirements, and inputting pertinent information into the computerized registration system. Maintaining and updating students records in the students' database system (Aspen);
Maintaining database information on attendance, report cards, transcripts, course marks, personal/medical information and other key information;
Generating and distributing report cards to students and feeder schools; collecting and/or distributing lists of students marks to each feeder school, when necessary;
Scheduling interviews and/or preparing interview packages, as required, to assist with contract staffing and Guidance Counsellor;
Maintaining various lists, including class/waiting lists and course/registrant lists;
Ordering, maintaining, and distributing supplies and equipment for Program sites; following up with vendors regarding back orders and/or resolving discrepancies with Financial Services staff;
Reconciling statements and account reports; contacting Financial Services regarding discrepancies;
Establishing and maintaining human resource files for new and existing Continuing Education staff, as well as a general filing system of correspondence, documents, reports, course refund/credit information, and other similar materials; protecting confidentiality, integrity, privacy of student and staff files; Qualifications Completion of secondary school diploma, and minimum of one year related work experience; or a combination of education and experience.
Interpersonal and communication (oral and written English) skills required to provide, exchange and clarify information for clients and other internal and external groups.
Ability to respond to inquiries using tact and diplomacy, and with compassion and understanding.
Ability to speak additional languages is an asset. (Arabic preferred; Other languages considered beneficial include: Dari/Pashto, Farsi, Somali and Ukrainian)
Knowledge of and experience working with computer applications and databases, including Student Information Systems (i.e. Harts/EOIS Cams/Aspen), Google Docs/Sheets, HR Information System, and K212/Edsembli as well as Microsoft Office applications.
Organization and time management skills are required to prioritize work and multiple priorities.
Ability to work independently, with minimal supervision and as part of a team.
Attention to detail and accuracy for data entry work.
Initiative and judgement required to action routine or proceduralized matters.
Reliable mode of transportation required, as occasional travel to program sites for registration may be required. Application Process Applications will be
considered in accordance with the ESP Collective Agreement, in the following
order:
1. Applications
from Regular full-time and part-time employees within ESP bargaining unit are
given first consideration. (Internal Posting)
2. Applications
from term and casual employees within ESP bargaining unit are given 2nd consideration. (External Posting)
3. Applications
from External candidates (including Board employees that do not belong to this
bargaining unit) will be considered only if applications from 1 & 2 have
been exhausted.If you are a Regular part-time ESP member and also on the ESP Casual List, you will see both postings. However, you must apply to the "Internal" Job posting in order to be given 1st consideration. The Ottawa-Carleton District School Board uses Apply to Education (ATE) to manage applications for job competitions. OCDSB employees can apply to this job posting using their existing ATE account. Please ensure your resume is in the Board approved format before submitting your application.If you are not
a Board employee and do not have an existing ATE account , you will be asked to create one at https://ocdsb.simplication.com . Choose Job Category 'ECE, EA and Support Staff'. Once you have created your account, you must then search for the job posting at OCDSB, Hit Apply, and upload your resume. Personal information is
collected pursuant to the Education Act and will be used to determine the
eligibility for employment with the OCDSB. Questions about this collection
should be directed to the Manager, Human Resources, 133 Greenbank Road, Nepean,
Ontario K2H 6L3.
OCDSB employees serve students, colleagues, families and community partners. We invite people of all abilities, orientations, faiths, ethnicities, races, genders and ages to join us as we create learning and working spaces that honour the unceded and unsurrendered land of the Algonquin people, and respect, value and increasingly reflect the diversity of Ottawa. Your lived experience is an essential contribution to deliver the education every student deserves with dignity. If you require accommodations at any point in the selection process, please send an email to hrcompetitions@ocdsb.ca at any time. EDUCATING FOR SUCCESS - BUILDING BRIGHTER FUTURES TOGETHER