Administrative Assistant

Interested candidates are required to complete the following on-line application to the attention of:

The Recruitment Team. This temporary position is effective immediately until on or about May 30, 2025 due to acceptance of a non-union position.

The York Region District School Board (YRDSB) supports a flexible working culture and currently provides the opportunity for employees to work from home in addition to working in the office for some positions. The YRDSB implemented a Working From Home Guidelines to facilitate this work option.

In compliance with Board policies and procedures, responsible for providing clerical and administrative support to the Administrative and Legal Services Management Team.

Major Responsibilities

To support the Privacy and Records Management Offices with gathering, sorting, scanning, collating, redacting and filing records related to Access to Information requests made under the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).

To support the coordination, review and updates to the Board’s Records Retention Schedules.

To handle sensitive and confidential information pertaining to Human Rights Tribunal (HRTO) matters, such as HRTO Applications and Responses, personal information of Applicants and staff, and communication from lawyers.

To process, track and retain all legal invoices related to Board matters in accordance with the Board’s records management procedures.

To prepare reports to support the department’s annual compliance reporting requirements, including the creation of reports relating to legal expenditures, privacy incidents and access to information requests.

To coordinate, prepare and distribute agenda materials for assigned Board committees, attend meetings, prepare minutes and carry out appropriate administrative actions arising from committee deliberations. Some evening work is required.

To maintain and update the Administrative and Legal Services department information on the BWW (YRDSB Intranet) and WWW and ensure that Board documents displayed are accurate and current.

To monitor, review, respond or redirect email communications received in the department mailboxes.

To provide clerical/administrative support for special projects within the Administrative and Legal Services department as required.

To perform other duties as assigned.

Line Of Responsibility

Responsible to the Comptroller, Administrative, Legal and Trustee Services and takes direction from the Manager, Administrative and Legal Services.

Education, Experience And Qualifications

A two-year post-secondary diploma in office/business administration or related discipline, or equivalent as approved by the Board, is required.

A minimum of five years in office administration or related experience is required.

Effective verbal and written communication, interpersonal, organizational, problem-solving and computer skills are required.

Ability to deal effectively with a variety of individuals and groups both within and outside the Board is required.

Knowledge of legislative and regulatory requirements for records retention including the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), Personal Health Information Protection Act (PHIPA) and the Education Act are considered an asset.

Must possess a valid Ontario Driver’s License and have access to own transportation.

Equity, Diversity and Inclusion Statement

The York Region District School Board (YRDSB) believes in giving each and every applicant an equal opportunity to succeed on their own merit and we strive to hire staff that reflect and support the diverse perspectives, experiences and needs of students and communities. We remain committed to upholding the values of equity, diversity, and inclusion in our living, learning and work environments. We know that diversity underpins excellence, and that we all share responsibility for creating an equitable, diverse and inclusive Board-community.

Therefore, in pursuit of the Board’s values, we seek members who will work respectfully and constructively with differences and across the organizational hierarchy in actualizing the Board’s priorities, goals and principles outlined in the Director’s Action Plan. Candidates who have strong racial literacy practices and a commitment to dismantling anti-racism, anti-oppression, and creating identity-affirming spaces, in order to intentionally disrupt racist and hateful acts.

We Actively Encourage Applications From Members Of Groups With Historical And/or Current Barriers To Sovereignty, Equity, Including, But Not Limited To

First Nations, Métis and Inuit peoples, and all other Indigenous peoples;

African, Black and Black Caribbean peoples (in alignment with Anti-Black Racism Strategy);

South Asian, East Asian, Southeast Asian, Middle East/West Asian, Latino/Hispanic (in alignment with YRDSB Workforce Census to address disproportionalities identified).

members of groups that commonly experience discrimination due to race, ancestry, colour, religion and/or spiritual beliefs, or place of origin;

persons with visible and/or invisible (physical and/or mental) disabilities;

persons who identify as women; and

persons of marginalized sexual orientations, gender identities, and gender expressions.

At YRDSB, we recognize that many of these identities intersect and therefore, equity, diversity and inclusion can be complex. We value and respect the contributions that each person brings to enriching the Board and are committed to ensuring full and equal participation for all in the communities that we serve.

Accessibility and Accommodation Statement

We also recognize the duty to accommodate and foster a culture of inclusion. Consistent with the principles of dignity, individualization and inclusion, we will make any appropriate accommodation based on any of the protected grounds in the Human Rights Code to support candidate participation in the hiring process. When contacted, candidates will be provided with an overview of the various elements of the hiring process, such as skills assessments, written practicum, presentation, interview, etc. If an accommodation is required, requests can be made in advance of any stage of the recruitment process. All information received relating to a candidate’s required accommodation will be addressed confidentially by the Recruitment and Retention Team. Please make this request to [email protected] or a member of the Recruitment Team. If this position is a school based LTO/Contract Teaching position, please email the Principal directly to request the accommodation to be made at the school in collaboration with Human Resource Services, Disability Management Team.

Important Note For YRDSB Employees

If you have a current accommodation in place through Disability Management, please inform your Disability Management Case Manager to ensure that your accommodation needs can be met in the new role that you are pursuing. If invited to participate in the hiring process, and you are unable to perform the essential/bona fide requirements (e.g. physical, cognitive requirements), please notify the Recruitment Team by emailing [email protected] to review next steps (in the email please reference the job title you are applying to).

Additional Information For CUPE 1734 Employees

LA.11.7 Those twelve (12) month employees filling vacancies as a result of their applying to a job posting are to remain twelve (12) months at their position. Ten (10) month employees are to remain in their position until the end of the school year. This requirement can be waived with permission from the Superintendent responsible for Human Resource Services. This does not prevent employees from applying for a position or from applying for a promotion during the twelve (12) month period.

LA.7.4 Those transferred to positions not covered by this Agreement, will retain their seniority accumulated in the bargaining unit for a period of twelve (12) months, or up to twenty-four (24) months by mutual agreement of the parties, and if transferred back into the bargaining unit within the agreed upon period, they shall be credited with all previously accumulated seniority within CUPE 1734, provided that no bargaining unit employee who has completed his/her probationary period shall be displaced as a result of such transfer. Parties may jointly agree to extend past the 24 months upon mutual agreement between the Board, the Union and the Employee.

As a condition of employment, and In accordance with the Education Act, anyone seeking employment or wanting to volunteer must provide a satisfactory police record check. A Police Vulnerable Sector Check (PVSC) must be completed by the police services in the jurisdiction in which you reside, this is based on your home address (only accepted by police services within Canada); must be satisfactory to the YRDSB and completed within six (6) months prior to the scheduled start date. It is the candidates responsibility to provide the results to the Board upon instruction.

We will accept satisfactory PVSC’s that name any other school board and other employers (daycare centers, OCT, and employers that would require a police check for vulnerable persons) in Ontario and obtained within the last six (6) months.

Online applications are collected centrally at the Education Centre - Aurora and are monitored by Human Resource Services. All applications will be screened based on the required education, experience and qualifications as noted in the posting and job description and as reflected in the application. Only those candidates meeting these criteria will be eligible to participate in the selection process and only qualified candidates will be contacted.

The personnel file of all internal applicants will be reviewed as part of the selection process.