Administrative Assistant TCRCE Harbour House Perm # 20E - Jobs in Yarmouth, NS

Job Description

Administrative Assistant - TCRCE - Harbour House - Perm # 2021-364E INTERNAL APPLICANTS - CLICK HERE TO APPLYTri-County Regional Centre for EducationThe Tri-County Regional Centre for Education encompasses the three counties of Shelburne, Yarmouth, and Digby serving 5757 students in twenty-two (22) schools, composed of 13 Elementary Schools, 6 High Schools, 1 Middle School, and 2 Elementary/High Schools.Regional Centres for Education have Employment Equity Policies and/or processes and we actively encourage applications from under-represented groups, particularly people of African Nova Scotian, African Canadian and African ancestry and Mi’kmaw/Indigenous ancestry. Please ensure that you complete the self-identification portion on the position application.DEADLINE FOR APPLICATIONS (mm,dd,yyyy): 11/26/2021 at 11:59pm.Effective Dates (mm,dd,yyyy): 12/06/2021Position Type: PermanentREFERENCES ARE MANDATORY - APPLICATIONS WITHOUT REFERENCES LISTED WILL NOT BE CONSIDERED.TO APPLY: Complete the online profile/resume - you can attach a resume to your profile, security checks, and reference letters if applicable . (Please note: Failure to include your references will cause delay in processing your application.)Effective October 4, 2021 successful candidates will be required to show proof of vaccination as part of the hiring and onboarding process.Central Office Administrative AssistantReports to:Coordinator of Programs and AssessmentCoordinator of School Climate and Administrative SupportCoordinator of Literacy & Literacy ConsulantYouth Pathways ConsultantMath ConsultantLocation: Harbour House - Yarmouth Office“Our goal is to be a diverse workforce that is representative, at all job levels, of the students and families we serve. TCRCE has an Employment Equity Policy and we welcome and encourage applications from Aboriginal Peoples, African Nova Scotians and other racially visible persons, persons with disabilities and those who have experienced employment barriers. If you are a member of one of the equity groups you are encouraged to self-identify, on either your application form, your cover letter or your resume.” “Our goal is to be a diverse workforce that is representative, at all job levels, of the students and families we serve. TCRCE has an Employment Equity Policy and we welcome and encourage applications from Aboriginal Peoples, African Nova Scotians and other racially visible persons, persons with disabilities and those who have experienced employment barriers. If you are a member of one of the equity groups you are encouraged to self-identify, on either your application form, your cover letter or your resume.”Scope of Responsibilities:The TCRCE Regional office is seeking an Administrative Assistant responsible for the coordination and support of the general, day-to-day administrative, operational, and clerical tasks related to the programs. The hours for this position are typically 8:30 am to 4:30 pm Monday-Friday. This is a NSGEU - 10.5 month position, and follows the school calendar.The Administrative Assistant shall provide all required administrative and clerical support to the staff team within these departments. In addition, the Administrative Assistant must work in a team-based environment and display a high degree of professionalism & diplomacy in dealing with the public, regional and school-based staff, and outside agencies.Consistent with Department of Education and Early Childhood Development and Tri-County Regional Centre for Education policies, the Administrative Assistant will work within an established accountability framework to ensure maximum results are achieved in delivering administrative services. Responsibilities and Duties:The Administrative Assistant shall perform tasks assigned by the Coordinator and Consultants. These tasks may vary, from time to time, with the evolution of the organization and may include, but not be limited to the following:

• Provide administrative support to the Coordinators and Consultants and generally to the programs, including the maintenance calendars, collection and compilation of data, preparation of correspondence and other materials, operation of standard office equipment (copier/fax machine/scanner), supply ordering and inventory, as well as the processing of requisitions, invoices, and other requests.
• Track program expenditures and maintain budgets.
• Maintain up-to-date knowledge of procedures and regulations as they pertain to TCRCE policies and operations.
• Maintain student records, update participant files and information as needed, as well as assist with necessary tracking using data management systems.
• Coordinate travel and all travel related arrangements (accommodations, conference registrations, etc.) for staff.
• Accurately prepare and certify online payroll for hourly and salaried employees including the collection, processing and auditing of leave absences and overtime as well as appropriate forms.
• Open, sort and route incoming mail, send and receive messages.
• Respond to inquiries from schools, staff, parents, students, and public.
• Handle routine tasks pertaining to the successful execution of the program, including submitting work orders, obtaining hospitality items, and setting up as needed.
• Honor the confidentiality and privacy of student records, as well as sensitive information.
• Provide service excellence through courteous, informed, accessible and professional engagement.
• Maintain an effective filing system for information storage and retrieval.

• Complete & submit required.

• Other duties as assigned by Immediate Supervisors.

Qualifications:

• Recognized completion of a Secretarial/General Office Administration Program or equivalent;

• A minimum of two (2) years’ experience in a computerized educational office environment utilizing an advanced computer system with proficiency in word processing, spreadsheets, database (specifically Microsoft Word), Microsoft Teams, Google systems and internet;
• Accurate word processing, bookkeeping and spreadsheet skills;
• Ability to work under pressure with deadlines;
• Strong interpersonal and time management skills;
• Ability to communicate courteously and effectively with the public;
• Computer knowledge with proficiency in MS Word, Excel, Access, PowerPoint and Outlook.

Competencies Required:The Administrative Assistant shall have the following competencies:

• Strong oral and written communication skills.
• The ability to work effectively both independently and in a team environment.
• The ability to demonstrate positive interpersonal skills in dealing with the students, school community, staff, and outside agencies.
• The ability to employ effective problem solving and conflict resolution skills.
• The ability to effectively perform office administrative duties and handle the records, reports, and documentation within the department.
• The ability to multitask and prioritize.
• The ability to accept increasing responsibility as delegated by the immediate Supervisors.
• The ability to effectively adapt to changes in the workplace.
• The ability to apply knowledge, experience, and commitment in the areas of race relations, cross cultural understanding, and human rights.
• The ability and willingness to utilize current technologies as required at the site.
• The desire and ability to engage in continuing education and professional development.
• The ability to maintain and promote confidentiality as the norm.

First consideration will be given to Members of NSGEU Local 74.Required** Attach a copy of your Certification, Diploma and or Transcripts from Post-Secondary Education Institute.Only Shortlisted applicants will be contacted.SECURITY CHECKS:The Tri-County Regional Centre for Education requires that all newly hired employees provide a satisfactory Child Abuse Register Check and Criminal Record / Vulnerable Sector Checks. If you have current ones less than 3 months old you can attach these checks to your profile / resume.Job Segment: Secretary, Clerical, Administrative Assistant, AdministrativeQuick Apply

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