Confidential Administrative Assistant

Tri-County Regional Centre for Education

The Tri-County Regional Centre for Education (TCRCE) encompasses the three (3) Counties of Shelburne, Yarmouth, and Digby serving approximately 6100 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 descent/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): 05/24/2024 at 11:59pm.

Effective Dates (mm,dd,yyyy) : 06/24/2024 to 06/30/2025

*There is a possibility of an extension of this position*

Position Type : Term

Position: Confidential Administrative Assistant - Human Resources

Reports to: Director of Human Resources

Location: Harbour House (Central Office), Yarmouth NS

The Confidential Administrative Assistant is responsible for the support of the day-to-day administrative, operational, and secretarial tasks related to the responsibilities of the Director of Human Resources. Information pertaining to the confidential business of the Regional Centre will require a high degree of confidentiality.

Administrative assistants work 7 hours per day - Monday to Friday.

Qualifications

• Office Administration Diploma or equivalent;
• Two (2) years of experience in a public office (preferably in education);
• Accurate word processing, bookkeeping and spreadsheet skills, attention to detail is key;
• Demonstrated ability to work under pressure with deadlines;
• Strong interpersonal and time management skills;
• Computer knowledge with proficiency in MS Word, Excel, Access, PowerPoint and Outlook;
• Completion of WHMIS and First Aid, or willingness to obtain upon hire;

Characteristics

• Have excellent interpersonal, written and verbal communication skills;
• Demonstrate the ability to work collaboratively as part of a team;
• Proven ability to communicate and work alongside diverse cultural and racial backgrounds;
• Have the ability to maintain high level of confidentiality in all issues related to student, parents, employees and school;
• Ability to communicate courteously and effectively with the public;
• Demonstrated ability to value the voice and contribution of others while remaining open to corrective feedback.

Accountabilities

• Prepare correspondence for the Director and Coordinator of Human Resources as required, including but not limited to: routine correspondence, confidential reports, presentations and forms, drafting correspondence for signature and distribution;
• Maintain calendars, daily schedules, and arrange meetings and reservations as required;
• Maintain a filing system for administrative and personnel files and records;
• Receive incoming calls from employees and the public and respond to routine requests for information or direct them to the appropriate staff;
• Prepare agendas, take minutes and summarize take-aways for meetings; assisting both the Director and Coordinator of Employment & Labour Relations with employee-based meetings;
• Assist in creation of bargaining packages, maintain bargaining correspondence and binders, manage logistical organization as well as prepare and distribute agenda packages;
• Track response rates of requests made to staff, following up with individual staff as needed, summarize and present results;
• Collect, process and track new hire paperwork, following up with candidates as required;
• Complete both reference checks and exit surveys; report on findings;
• Lead projects related to improving administrative processes and troubleshoot as needed;
• Other administrative duties as required.

This is a Non Union position. The salary for this role is band 4 as outlined within the terms and conditions of employment in accordance with the Education Entities Non-Union Compensation Framework. For additional details, the framework can be found on the TCRCE HR website here.

TO APPLY:

• Complete the online profile/resume - you can attach a resume to your profile, security checks, and reference letters if applicable . In the profile ensure you fill in all areas with a red asterisk * to avoid errors even if it doesn't pertain to your application.
• Ensure your resume is up to date and includes all relevant education, experience, training, and certificates.
• Ensure to upload all post secondary education diploma/certificates.

(Please note: Three (3) references from Immediate Supervisors required - failure to include your references will cause delay in processing your application, also you should include email addresses for your references, this will speed up the process, ensure they know to check their junk/spam folders).

Once You've Applied:

Thank you for your interest in this position. Only those applicants selected for an interview will be contacted. A notification email will be sent when the position has been filled. Ensure to check your junk/spam folders.

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 security checks less than 3 months old you can attach these checks to your profile / resume, otherwise, you will receive instructions once a decision has been made on your application.

For more information about the TCRCE visit our website at