KINGSTON CHRISTIAN SCHOOL seeks dynamic, innovative, spiritual leaders to join our staff team in September 2022-23. With that in mind, KCS is welcoming applications from faithful administrative or financial professionals who are positive relationship builders, who are exceptional communicators, and who have a heart for and commitment to Christian education. Ideally, both the Financial Assistant and the Administrative Assistant would be filled by one person. Alternatively, the position could be filled by two people, or by one person committed to growing into the position over time.

Interested applicants should email an application package to the school by Wednesday, May 4, 2022. Note that it would be appropriate for an application package to describe any involvement and leadership in a ministry capacity. Applicants may direct their applications to Jennifer Shoniker, Principal, by email to principal@kingstonchristianschool.ca. No phone calls please. Time is precious for everyone, so only candidates selected for an interview will be contacted by May 6.

KCS Administrative Assistant (0.35 FTE)

Job Description

(revision date: April 15, 2022)

Under the guidance and direction of the principal, the Administrative Assistant is responsible to perform the following tasks:

General Office Duties

• Demonstrating superior customer service while acting as first point of contact for parents, visitors, delivery and service personnel; directing inquiries and resolving issues; Receptionist tasks – receiving incoming calls, recording and relaying messages, receive/distribute packages.
• Daily attendance records and follow up as required by Ministry of Education ie. follow-up those absent without notice.
• Handle incoming and outgoing mail/email.
• Maintain office equipment, i.e. photocopier, fax machine, printer, computers, etc.
• Conduct inventory of office/school supplies; maintaining and purchasing supplies as needed.
• Welcome package for newly enrolled families.
• Monthly calendars- office, staff room, principal’s office, online internal/external.
• Organize and maintain the office filing system.
• Maintain neatness of front office and staff work room.
• Correspondence to new families.
• Annual Events Calendar.
• School rentals – manage booking requests, prepare contracts, collect payment.
• Maintain databases (student lists, inquiries, volunteer hours, CPIC/VSS, donors, alumni).
• Ministry reports (ONSIS, Notice of Intent to operate).
• Sign in sheets (supply teacher, visitors, etc).
• Church bulletin announcements – meetings, invites.

Finances

• Invoices – collect invoices and match them to purchase orders or packing slips where applicable, and to send to the Bookkeeper for processing.
• Student Activity Fees – collect and forward relevant items to the Bookkeeper so that person can track funds and send updates to staff.
• Timesheets- collect at the end of each month, scan and send original copies to the Bookkeeper for processing.
• Other financial documents – track and send to Bookkeeper .
• Maintains and reconciles Petty Cash.

Student Services

• Report cards – prepare report card envelopes, print report cards
• Student records, i.e. ensure teachers complete yearly O.S.R. tasks and other records as needed including  French Hours
• Special events i.e. Graduation, Harvest Tea – coordinate with Staff
• Teacher information i.e. class lists, emergency contacts
• Field trips- book buses, forward invoices,
• Schedule and execute Fire Drills, Lockdown Drills.
• Processes Field Trip and Bus/Cheque Requisitions

Society/Board/Committee Services

• Membership Meetings- collect, prepare and distribute membership meeting materials
• Board- collect, prepare and distribute board meeting materials
• Database – maintain current membership list
• The Administrative Assistant is not responsible for correspondence, preparation or distribution for any other committee not listed above.

Staff Services

• Supply teacher and hourly wage staff time sheets
• School Supplies- order and distribute
• Attendance – provide for report cards each term
• Process invoices & reimbursements

Promotions/Communication

• Communicate with new inquiries, book tours for the principal, or conduct School tours in absence of principal.
• The Fridge Door (weekly news)– gather articles, edit, distribute
• Manage School Social Media accounts and regularly update content
• Prepare and distribute information packages
• Promotion materials – ensure adequate quantities are available and coordinate with principal the publishing of new materials.
• Cultivate Donor/Community engagement, distribute Bridges newsletters.

Necessary Qualifications

• Can articulate an authentic, steadfast, and enduring walk of discernible faith, and provide a pastoral reference that includes regular fellowship with a Christian church.
• Demonstrated commitment to Christian elementary education.
• Minimum of 3 years administrative experience and strong customer service background; preference given to those with experience in an educational or related setting.
• 2 years Post-Secondary Education in a related field.
• Superior computer skills required in MS Office Suite and GSuite with a minimum typing speed of 50 wpm.
• Ability to problem solve and make sound decisions independently.
• Respects confidentiality when discussing information with students, parents, staff and other organizational team members.
• Current CPIC/VSS (police check with vulnerable sector screening)
• Supports the KCS Statement of Faith.
• Candidates that are interviewed will provide the contact information for one Pastoral Reference and two professional references.

KCS Financial Assistant/Bookkeeper (0.50 FTE)

Job Description

(revision date; April 15, 2022)

Qualifications:

1. Diploma or Certificate in Bookkeeping or Accounting.
2. Three years of relevant work experience in Accounts Receivable and/or bookkeeping.
3. Working knowledge of QuickBooks, and Microsoft Excel or a similar spreadsheet tool.
4. Sound knowledge of personal computers, including internet and email tools.
5. Well developed interpersonal skills.
6. Excellent communication skills in oral and written formats.
7. Knowledge of the school mandate, vision and long range plans.

Core Duties:

General

1. Record transactions in school accounting books using Quick Books software.
2. Prepare and maintain all accounts payable and cash disbursements.
3. Prepare and maintain payroll records and disbursements.
4. Prepare disburse and report on statutory deductions
5. Monitor and respond to relevant correspondence and communication with external liaison agencies including CRA, Edvance, CSI, HCCS, and CSF.
6. Replenish the school petty cash fund.
7. Process monthly journal entries.
8. Prepare statements/reports for Board
9. Prepare monthly bank reconciliation.
10. Other duties as required by the treasurer from time to time.

Monthly:

1. Prepare deposits for school and store.
2. Prepare PAD and schedule it with our Financial Institution
3. Monitor integrity of cheques/PAD for Society (re: NSF payments)
4. Follow up and make arrangements to collect arrears.
5. Monitor special payment arrangements and confirm they are up-to-date and report on discrepancies.
6. Prepare and process Payroll.
7. Prepare monthly arrears statements for the Finance Chair.
8. Attend Finance meetings as scheduled.
9. Enter and prepare donation receipts.
10. Maintain database for PAD and Society cheques.
11. Back up data files.
12. Other related duties as required by the Treasurer.

January

1. Prepare registration sheets to be sent to families for next school year.
2. Confirm with bookkeeper for “cost per student” figured to calculate donation amounts
3. Ensure all information is entered into database for income tax purposes.
4. Work with Software developer to ensure smooth operation of Donation Tuition Management System.

February

1. Prepare and print income tax receipts to be forwarded to treasurer for signature.

April/May

1. Prepare the Charities Return.
2. After spring membership meeting, and budget approval, prepare tuition statements and packages to be sent to families for next school year. Also to families joining throughout the year.

September/October

1. Make adjusting journal entries and in completing year end financial statements with Treasurer’s assistance.