Accounts Assistant(FIN) - Term Certain at Elk Island Public Schools

Elk Island Public Schools (EIPS) is one of the largest school divisions in Alberta, serving the education needs of approximately 17,950 students in 43 schools. Every day, the staff and students of EIPS are encouraged to pursue opportunities to grow and discover their passions in life. We pride ourselves on providing staff and students with the tools to achieve success by offering dynamic programming, current resources, and practical professional learning opportunities.

Elk Island Public Schools Central Services building is located in Sherwood Park, at 683 Wye Road. Providing services for the Division, Central Services is comprised of eight departments, in addition to the Board of Trustees. The departments include Education Executive, Communication Services, Facility Services, Student Transportation, Human Resources, Financial Services, Supports for Students and Information Technologies. Central Services is staffed by 190 employees.

EIPS is recruiting a full-time Accounts Assistant with our Financial Services department.

• Commencing February 9, 2026 to February 9, 2027
• 37.5 hours per week (Monday to Friday, 7.5 hours per day)
• Open to internal and external applicants
• Click on “Sign in With Employee Email” to be considered an Internal Applicant
• EIPS offers a comprehensive benefit package

JOB SUMMARY

The Accounts Assistant is responsible for supporting the Finance team with a variety of financial and administrative tasks and contributes to the operational effectiveness of Elk Island Public Schools (EIPS). The position maintains financial records and processes transactions in a timely manner and in compliance with department and accounting standards and administrative procedures. The Accounts Assistant serves as the first point of contact for financial related inquiries received through email or phone. This role supports a collaborative, respectful, and efficient work environment that contributes to the department’s overall success. Specific position duties may vary within the areas of key responsibility and are determined by department needs.

KEY RESPONSIBILITIES

Accounts Payable, Banking and F ee Payment Transactions

• Enter invoices and cheque requests for payment into the accounting system, ensuring accuracy and completeness of data.
• Match invoices to purchase orders and investigate discrepancies, as needed.
• Verify general ledger coding, amounts, GST, dates, vendor information, etc. for each invoice or cheque request.
• Communicate with vendors for any discrepancies or clarification when needed to ensure timely resolution.
• Review vendor statements for overdue invoices, account discrepancies and outstanding credits and investigate and resolve outstanding items by communicating with schools and departments.
• Verify employee expenses for accuracy and completeness and obtain additional information as needed.
• Review, approve and provide timely and accurate feedback on discrepancies related to employee expenses ensuring compliance with policies and procedures.
• Process file uploads for bus driver and caretaker contracts for payment.
• Ensure deadlines are met for month-end and year-end processing.
• Upload daily fee payment transactions into the accounting system, ensuring timely and accurate recording of financial data.
• Prepare semi-monthly bank deposits.

Finance Administration and Communication

• Manage the Finance department's general email account, responding to or re-directing inquiries as needed.
• Provide support to schools to help ensure accurate and compliant financial operations.
• Assist with setting up and maintaining general ledger (GL) codes, ensuring accurate and consistent accounting classification.
• Receive, sort, and distribute physical mail to appropriate departments and employees, ensuring timely and efficient delivery, including priority items such as invoices and statements.
• Provide general administrative support to the Finance team and perform other duties as assigned.

Purchase Card Administration

• Process applications for new PCards, limit changes, password resets, transfers, and cancellations.
• Provide support and training to cardholders, reconcilers, and approvers regarding the use of PCards and the bank’s PCard system.
• Independently manage incoming inquiries for the Pcard email inbox.
• Communicate with the bank to make changes with a cardholder’s card (updates to blocking table, etc.)
• Add new general ledger codes to the PCard system, as required.
• Track new cards received and generate delivery log sheets for distributing cards to schools and departments.
• Update electronic approval workflows within the PCard system to reflect staffing and administrator changes.
• Review and return incomplete monthly transactions, communicating required missing documentation or information to Senior Administrative Assistant for resolution.
• Investigate potential fraudulent transactions upon notification from the bank and take necessary actions such as PCard reissue, removing account blocks, etc.
• Prepare new and replacement P-cards to be sent through internal mail.

QUALIFICATIONS

Education

• Minimum Required: High school diploma. Accounting certificate or related training.
• Preferred: Diploma in accounting or business.

Experience

• Minimum Required: 1 year of related experience.
• Preferred: Experience working in the education or public sector.

Knowledge, Skills and Abilities

• Basic knowledge of financial accounting and reporting processes and practices.
• Excellent written and oral communication skills.
• Good interpersonal skills to maintain effective working relationships with internal stakeholders.
• Strong problem-solving skills and attention to detail.
• Ability to manage tasks and meet deadlines with accuracy.
• Ability to work in a team environment as well as independently with minimal supervision.
• Strong prioritization, organization and time management skills.
• Ability to manage work effectively in response to changing priorities and interruptions.
• Proficient in Microsoft Office suite, accounting systems and software, emerging technologies, and web-based applications.

For more information, please contact Candace Hancock, Senior Manager, Financial Services, at 780-417-8268 or email .

Only online applications will be accepted.

Elk Island Public Schools appreciates and considers all applications; however, we only contact candidates who are selected for interviews.

If you require assistance with the application system, please call Apply to Education at 1-877-900-5627 or email [email protected]

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