Administrative Assistant – Transportation and Facility Maintenance/Capital Project

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Position: Administrative Assistant – Transportation and Facilities Maintenance/Capital Project

Reports to: Transportation Supervisor/Facility Maintenance and Capital Project Supervisor

Policy: The Administrative Assistant –Transportation and Facility Maintenance/Capital Project, provides administrative support with a wide variety of tasks to the Transportation Supervisor and Facility Maintenance and Capital Project Supervisor. The Administrative Assistant will be the first point of contact for suppliers/vendors. The Administrative Assistant is expected to ensure efficient and effective support while ensuring a high degree of confidentiality at all times at work and outside of the workplace. The performance of these duties will be in accordance with Manitoba Legislation and Acts; Division Policies and Procedures and applicable Collective Agreements.  The Administrative Assistant functions under the direction of the designated supervisor(s) and must establish and maintain a close working relationship.

Responsibilities and Duties:

  • Provide administrative support duties such as data entry for various spreadsheets, word processing, filing, photocopying and faxing in a confidential, professional and competent manner
  • Collects, creates and customizes various reports from information gathered by the supervisor; creates spreadsheets, charts to showcase data; assists in preparation of posters, flyers, etc.
  • Receives incoming mail for the applicable supervisor and reviews, evaluates, and distributes correspondence requiring priority attention
  • Maintains and communicates an appropriate calendar of meetings, seminars, and conferences
  • Assists in organizing of workshops, in-services, and meetings for applicable groups, i.e. booking venues, maintaining participant lists, ordering food, and taking minutes as requested, etc.
  • Completes other duties as assigned


  • Inputs, updates and assigns students to bus routes using a computerized busing program (Versa Trans), and distributes route and bus driver information to all drivers as required and division bus garages
  • Monitors two way radio dialogue and provides support to drivers and families
  • Coordinates extra-curricular field trips from schools as per applicable Collective Agreement and provides field trip quotes to school administrators and teachers when required
  • Receives, reviews and submits all completed extracurricular requisition forms to finance and payroll for processing
  • Schedules spare drivers for regular routes and completes and submits payroll forms for payment
  • Distributes URIS healthcare plans and Individual Transportation Plans to applicable bus drivers
  • Orders bus driver and mechanic clothing annually in accordance with the Collective Agreement
  • Assists with updating and distributing all documentation relating to busing
  • Assists with updating and distributing divisional storm tree

Facilities Maintenance

  • Coordinates, updates, and maintains centralized ordering for all custodial supplies based on division/school needs throughout the year and on yearly basis
  • Coordinates, updates and maintains on an annual basis speciality products and suppliers
  • Assists in the preparation of request for proposal (RFP) and request for quotes (RFQ)
  • Assists in the collection of various school/divisional budgets, operational reports and forwards collected information to the appropriate areas
  • Input, updates and maintains computerized facility maintenance software programs and distributes reports as required to applicable areas
  • Orders custodian uniforms annually in accordance with the Collective Agreement
  • Maintains spare custodian list and arranges for spare if needed
  • Assists with the organization of inspections as per legislative and divisional requirements
  • Maintains and updates alarm lists for the division
  • Updates Division, Community Schools and Hutterian Colony School Emergency Response Procedures


  • Serves as back up to the Administrative Assistant – Reception, Education, Student Services to meet and receive the public, parents, and staff, both in person and by telephone, in a courteous and professional manner, referring the individual to the appropriate person within the Division as required
  • Provides front desk coverage on a scheduled and as needed basis, as determined by the Secretary Treasurer in consultation with the appropriate senior administrators; coverage could include but not restricted to meal breaks, vacation, and other days away

Educational Qualifications / Experience

  • Post-secondary education in office or business administration and at least 2 years’ experience in providing administrative support with a wide variety of tasks to members of management ensuring confidentiality and professionalism, or an equivalent combination of education and experience
  • Proficiency with MS Office (Word, Excel, PowerPoint, Outlook)Adobe products, and web based programs with particular aptitude for preparing and formatting correspondence, reports and documents
  • Strong written and oral communication skills
  • Strong interpersonal skills, including demonstrated ability to interact positively and work effectively with others
  • Strong organization and time management skills, with the ability to prioritize and multi-task within a fast paced environment
  • Hold a valid Class 5 Driver’s License and have access to a vehicle