Administrative Assistant - 1 YR Term

South Shore Regional Centre for Education

This position is full time, 7 hours per day from April 7, 2025 to June 30, 2025. The successful candidate is then laid off as of July 1, 2025 and returns on August 15, 2025 and works full time for the remainder of the term.

Qualifications:

• Completion of a recognized administrative assistant diploma program.
• Minimum of two years’ experience working in a public office.
• Effective communication and interpersonal skills.
• Proficient in MS Office (Excel, Access, and Word software).
• Valid NS driver’s license and access to a reliable vehicle.

Characteristics:

• Highly motivated self-starter.
• Demonstrates ability to cope with multiple responsibilities and projects.
• Possess positive communication and interpersonal skills.
• Team player.

Task Dimensions:

The Administrative Assistant shall manage all duties relative to the operation of, but not solely, the Region and perform administrative assistant duties as required:

• Assist all coordinators/consultants with meeting and in-service/workshop preparation, including memos, lists of participants, photocopying of materials, type agendas/brochures, type certificates, door signs/name tags, picking up and preparation of food, ordering food, etc.
• Prepare minutes, memos, various correspondence, create purchase orders, track student services budget, distribution of materials and emails for Student Services.
• Receive and process referrals, prepare team meeting minutes for Community of Schools review of referrals. Distribute referrals to student services staff. Distribute completed team meeting minutes to schools.
• Monitor all student services account balances on an ongoing basis in order to assist the Coordinator with budget management.
• Order supplies, prepare materials, and facilitate communication for all things related to Autism Spectrum Disorder and Learning Centers, as instructed.
• Type memos, minutes and various correspondences, distribute materials and create purchase orders for School Psychologists, Speech-Language Pathologists, Severe Learning Disabilities Specialists, Reading Recovery Teacher Leader, Program Support Teachers, Teacher Assistants and the Aspiring and New Program Support Teacher program.
• Plan and prepare for annual Teacher Assistant in-services.
• Prepare various correspondence, track Assistive Technology budget, and distribute materials, create purchase orders, maintain/update and distribute the Assistive Technology binder and distribute emails for Assistive Technology.
• Transcribe correspondence for Student Transition.
• Update the Student Services Policies & Procedures as required. Distribution of policy to schools/regional staff, distribution of forms to school administrative assistants/program support teachers.
• Edit/maintain Student Services Portal.
• Receive email and communicate, when necessary, notification of absence for Student Services and school based Specialist staff.
• Receive Program Planning time requests and maintain up to date records.
• Maintain a professional library of PST Resources/Materials.
• Maintain Level B testing kits for loan to school staffs.
• Perform general office duties, including responding to phone calls and running various errands for staff in preparation for events.
• Make travel arrangements for coordinators/consultants.
• Prepare purchase orders/receiving of orders.
• Assist Curriculum/Education staff as needed.

• Complies with the Occupational Safety Act and Regulations.

• Performs other related 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.