Executive Assistant (SSRCE) Term

South Shore Regional Centre for Education

Qualifications:
•    Completion of a post-secondary Office/Business Administration program or equivalent
•    Minimum of five years experience in an office environment
•    Proficient in the use of MS Office software package
•    Proficient in the use of Microsoft Teams
•    Proficient in the use of Google Suite

Characteristics:
•    Ability to work effectively in teams
•    Ability to communicate effectively, with professionalism and diplomacy
•    Ability to handle multiple tasks concurrently, and prioritize to maintain effective flow of information
•    Ability to professionally de-escalate conversations with community

Task Dimensions:
Provides administrative support to the Director of Programs and Student Services. For example:
  o  Establishing, maintaining and securing a digital filing system for administrative files and records.
  o  Composing routine correspondence.
  o  Drafting correspondence for signature.
  o  Preparing correspondence, reports, forms, presentations, etc. and distributing them as required.
  o  Managing calendars
  o  Responding to public inquiries and routine requests for information from parents, students, public and teachers.
  o  Dealing with parents, students, principals, teachers, etc. in a professional, confidential manner at all times.
  o  Performing general office duties, including, but not limited to, typing correspondence, handling mileage claims, creating purchase orders, faxing and distributing information and materials, and answering telephones, with the highest professional standards.
  o  Covering for the receptionist / clerk for breaks on a rotational basis.
  o  Maintaining a record of tutorial and correspondence study support granted to students.
  o  Maintaining a record of students registered for Home Schooling.
  o  Gathering information, as requested, by the Director of Programs and Student Services.
  o  Compiling other data as required using Excel spreadsheets.

Provides services for meetings as required. For example:
    o  Attending all regular and special Education Team meetings, transcribing and distributing draft minutes to meeting attendees
    o  Preparing and distributing meeting information for meetings involving the Director of Programs and Student Services. Attending these meetings as a note taker when required.
    o  Attending all regular Family of Schools Supervisor meetings, transcribing and distributing draft minutes to meeting attendees.

Performs other duties as required. For example:
    o  Undertaking other related duties as assigned by the Director of Programs.
    o  Coordinating the Correspondence Study Program. This includes finalizing, forwarding and maintaining applications and ordering books, if necessary.
    o  Administering all on-line Nova Scotia School Book Bureau transactions, ensuring that schools are within their specified budget allocation, providing assistance to Book Bureau administrators at the school level, and approving and submitting orders to the Nova Scotia School Book Bureau.
    o  Organizing the Transfer committee through the collection of information related to transfer requests. Setting up meetings for this team as well as notetaking.
    o  Assisting in other departments as directed.

•    Complies with the Occupational Health and 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.