Regional Administrative Assistant 92 views

Nova Scotia Early Childhood Development Intervention Services is looking for a Regional Administrative Assistant

Location: Canada

Job Type: Part-time

About:

NS Early Childhood Development Intervention Services (NSECDIS) provide province-wide specialized services to families of young children between birth and school entry, who either have a biological risk for or a diagnosis of developmental delay in NS. Consultation, information, support and services designed to meet the individual needs of each child and family are delivered in the child’s home and may extend to community-based programs. Services emphasize the enhancement of skills and ability through planned interactions to promote child development and family capacity.

The Regional Administrative Assistant supports all administrative duties required in the region, including the day-to-day administration of the Program, the Regional Staff, including the Regional Director and Developmental interventionists.

Responsibilities:

General – Reception; accept referral information; collect and distribute messages; mail preparation and distribution; Train new/current staff (and volunteers where applicable) on proper use of equipment, phones, computer programs, admin requirements and protocols; Record and type business meeting minutes; Order and receive office supplies; Participate in staff training opportunities, internal and external; Make travel, meeting and other arrangements for staff; Assist with financial management as required (e.g., process receivables/payables, create invoices, follow-up with suppliers, assist with financial reporting, etc.).

Information Technology Support – Database Manager and Server Maintenance; Conduct back up of electronic records/files as outlined in organizational procedures; Act as IT contact for agency/external support; Conduct/coordinate maintenance of office equipment; Troubleshoot to the best of ability computer, office equipment, phone, building problems; Set up staff with email, mailboxes, passwords, log-in information as required.

Program Administrative Support – Type correspondence, reports, routine-based plans, IFSPs, general information requests, response letters, release of information, acceptance to program letters, etc.; Maintain event/workshop attendance lists and make reminder calls; Prepare and manage files according to organizational procedures; Contact with families, child care settings and professionals as directed by staff; General proofreading, editing, formatting of documents as needed; Maintain mailing lists/group email for families in the region; Create forms, handouts, flyers and brochures; Maintain family/caseload lists for the region so caseload lists are current as possible; Respect confidentiality and adhere to the policies of ECDIS; Other duties as required.

Required Qualifications and Skills:

Education – Post-secondary education in business, computers, or office management or equivalent combination of training and experience.

Work Experience – Minimum of one year experience working in an administrative capacity in an office setting; experience in a voluntary sector/non-profit organization desirable.

Knowledge, Skills and Abilities – Proficient in the use of computer programs for word processing, databases, spreadsheets, email, and financial management/book-keeping; Proficient in the use of office equipment; experience in trouble-shooting and resolving equipment problems an asset; Strong organizational and time-management abilities; Excellent communication (oral and written) skills; High level of professionalism and excellent interpersonal skills (face-to-face and on the phone); Ability to work independently and collaborate as part of a team; Meticulous and detail-oriented.

Interested candidates please apply.