Admin/Clerk - Permanent (Designated)

South Shore Regional Centre for Education

About the Opportunity

This position is full time, 7 hours per day to June 30th. The successful candidate is then laid off annually as of July 1 and returns mid August and works full time for the remainder of the school year.

Please Note:  This is a designated position. The successful candidate must be from the following designated group in order to be considered; must self-identify as Mi'kmaw or African Nova Scotian. When applying, please ensure your Candidate Profile and Personal Information is up to date which includes any self-identifications.

Position: Administrative Assistant – Programs (50%) and RCH (50%) 

Reports to: Director of Programs & Student Services, Coordinator of African Nova Scotian Education Services and Coordinator of Mi’kmaw Education 

Employee Group: NSGEU 

Qualifications: 

• Completion of Grade 12 and a community college administrative assistant program, or equivalent. 

• Related experience in a public office (preferably in education). 

• Accurate word processing, database, and spreadsheet skills (Microsoft Office). 

• N.S. Driver’s License and access to a reliable vehicle 

• Bilingualism in English and French an asset. 

Characteristics: 

• Excellent secretarial skills, records management, word processing, and reception. 

• Self-starter with strong analytical and problem-solving skills. 

• Excellent time management and interpersonal skills. 

• Assertiveness, confidentiality. 

• Team player, committed to promoting quality service. 

• Very attentive to detail. 

• Ability to work under pressure with deadlines. 

• Strong interpersonal, organization, and communication skills. 

• Ability to communicate courteously and effectively with the public. 

Task Dimensions: 

Programs: 

Assists the Programs Coordinators including the areas of Literacy, French Second Language and Mathematics in managing office routines, for example:  

• Responding via telephone and/or email to public inquiries and routine requests for information from staff and the public.  

• Preparing and circulating agendas, materials, correspondence, reports and other documentation.  

• Following procurement procedures, preparing documentation required for ordering resources and supplies, tracking receiving and other follow-up as required including communication with schools receiving resources.  

• Tracking finances, maintaining budgets, including correspondence and related data spread sheets.  

• Working in EasyConnect to track and code absences related to professional development and various other initiatives.  

• Preparing data and attending budget meetings with Programs Coordinators, including the areas of Literacy, French Second Language and Math.  

• Providing support for PD events and meetings (e.g. maintaining sign-in sheets, ordering catering, photocopying, etc.). 

• Preparing necessary paperwork, setting agendas and communication for the Research Review Committee 

• Collecting and maintaining data on provincial assessment and student attendance as required.  

Provides administrative support, for example:  

• Attending staff meetings of Programs and Student Services Department as required. 

• Attending meetings and keeps detailed notes and accurate records of meeting minutes 

• Assisting with meetings and in-service/workshop preparation, including memos, lists of participants, photocopying of materials, preparing agendas, picking up and preparation of food, ordering food, etc.  

• Supporting other staff as needed.  

RCH: 

Provides administrative support to the Coordinator of African Nova Scotian Education Services and Coordinator of Mi’kmaw Education for example: 

• Establishing, maintaining and securing a filing system for administrative records. 

• Maintaining the electronic RCH folder with expense claim forms, contact lists and tutor forms. 

• Composing routine correspondence. 

• Assisting with budget tracking and accounts. 

• Setting up tutors and maintaining time cards. 

• Creating disbursement vouchers for school activities. 

• Ordering supplies for RCH staff.  

• Coordinating meeting particulars (location, refreshments, quorum issues, etc.). 

• Maintaining professional library for RCH. 

• Creating purchase orders/receiving for supplies and materials. 

• Preparing and distributing agenda packages SSW team meetings. 

• Attending all regular and special meetings and drafting minutes. 

• Providing support for PD events and meetings (e.g. maintaining sign-in sheets, ordering catering, photocopying, etc.). 

• Maintaining SSW permission slips and entering into power school, along with self-identification information.  

• Compiling other data as required using Excel spreadsheets. 

• Assisting with other general office duties ie: typing correspondence, faxing and distributing of information/materials, telephone answering, taking meeting notes and other duties as assigned. 

• Assisting with annual and semi-annual activities for other Regional Coordinators as needed. 

• Complies with the Occupational Health and Safety Act and Regulations. 

• Performs other duties as required. 

BACKGROUND/SECURITY CHECKS:

The South Shore Regional Centre for Education requires all newly hired employees to provide a satisfactory Criminal Record / Vulnerable Sector Check and a Nova Scotia Child Abuse Register Check. We will accept checks completed within the last 3 months. 

Regional Office based positions require travel and candidates may be required to provide a valid driver's license.  Some school based positions also require travel and candidates may be required to provide a valid driver's license.

Thank you for your interest in the South Shore Regional Centre for Education, however, only those shortlisted for an interview will be contacted.