CUPE LOCAL 2512                                                                                                                  March 27, 2019


Administrative Assistant I – Level 4

Job Posting #C-2018.34.1
(Seniority is a determining factor)

General Description of Duties:

  • To assist with the administrative duties pertaining to student registration and Engilish as s Second Language (ESL) classrooms.
  • Greet, register and provide information to students into ESL programs following registration procedures.
  • Facilitate student attendance procedures; run attendance reports and class lists.
  • Responsible for answering phones, opening and distributing mail and assisting students with their needs.
  • Perform receptionist duties such as receiving and directing visitors, receiving and placing telephone calls, distributing mail/couriers/faxes/emails, recording and distributing messages, signing for material delivered or services rendered, responding to inquiries where directed by the principal schedule meetings, etc.
  • Maintain and update databases on records related to students in accordance with funder’s requirements.
  • Enter and monitor student benchmarks.
  • Some responsibility for handling/processing cash, purchase orders and cheques.
  • Photocopy and distribute correspondence and reports such as letters to students and staff.
  • Maintain office and school supplies.
  • Operate general office equipment such as photocopiers, fax machines, PA system and computers.
  • Update resource catalogue; obtain quotes and track purchases.
  • Perform other duties as required.


Minimum Requirements:

  • Two (2) year college diploma in Office Administration or Business Administration.
  • 1 – 2 years related work experience.
  • Ability to plan work from general procedures and make decisions using ingenuity, initiative, judgment and resourcefulness.
  • Excellent time management, organizational and multi-tasking skills in a busy work environment.
  • Strong communication and interpersonal skills.
  • Strong problem-solving, conflict resolution, decision-making, leadership and research skills.
  • Proficiency in Word, Excel, Publisher and PowerPoint software.
  • Experience in database management and reporting.
  • Experience working with HARTS (MCCSS database) would be a definite asset.
  • Cultural sensitivity when communicating with students and personnel from various community agencies.
  • Demonstrated knowledge of cross cultural issues and an ability to communicate effectively with non-English speaking students.
  • Possess excellent people skills and ability to maintain boundaries, while moving clients along in an efficient manner.
  • Possessing the knowledge and understanding of principles of adult education as well as local agencies and the supports they provide would be a definite asset.
  • Knowledge of the Board and Ministry of Children, Community, and Social Services policies and procedures would be a definite asset.
  • Maintain confidentiality in all aspects of the position.


Hourly Rate:           $23.69 – $25.08 per hour

Hours of Work:       Permanent Full-time, 35 hours per week

Monday: 8:30am – 1:00pm and 5:30pm – 8:00pm
Tues – Fri: 8:00am – 3:30pm with a half hour lunch


Location:                St. Louis Adult Learning Centre, St. Mary’s Campus in Kitchener, ON

Weeks/Year:            Approx. 41 weeks/year

Effective Date:       As soon as possible


Qualified applicants are invited to submit a resume and covering letter.

Applicants must attach diplomas/certificates required for this position to the resume in order to be considered a candidate for the position.


Applications will be accepted until up until 4:00 pm on April 4, 2019.

Only those candidates selected for an interview will be notified.


For external applicants: applications will be received via email at while the internal applicants must apply  via


Please include your first and last name and the posting number (provided above) in the subject line. Further information on the application process can be found at:


The Waterloo Catholic District School Board is welcoming of candidates from diverse communities, backgrounds and identities and encourages applications from qualified members of these groups.

Applicants are invited to self-identify if you are First Nations, Metis, Inuit, a member of a visible minority group(s) or a person with disabilities. This information is collected under the authority of the Ontario Human Rights Code and will be used to keep track of recruitment information. No personal information will be included.


At WCDSB, we are committed to respecting your privacy, and will take appropriate measures to protect any personal information you may share with us through the job application process. All personal information is collected under the authority of the Municipal Freedom of Information and Protection of Privacy Act and will be used to determine qualifications for employment. For more information about the Board’s Privacy Policy, please contact our Privacy Officer at 519-578-3660 Ext. 2381.