Admin Assistant (Regional Office) Term

South Shore Regional Centre for Education

The South Shore Regional Centre for Education (SSRCE) practices the culturally responsive pedagogy approach in providing an inclusive, diverse, equitable, safe and healthy education that supports learning and success both personally and academically to the 59,000 residents of Lunenburg and Queens Counties, an area of 5,250 square kilometres and a total of 23 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.

Qualifications:

• Completion of a recognized secretarial program.
• Effective communication and interpersonal skills.
• Proficient in MS Office (Excel, Access, and Word software).

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, to 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.
• Type correspondence, distribution of materials and create purchase orders for School Psychologists.
• Type correspondence, distribution of materials and create purchase orders for Speech-Language Pathologists.

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, Resource Teachers, Teacher Assistants and the Aspiring and New Resource 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.
• Type correspondence for Student Transition.
• Update the Student Services Policies & Procedures as required. Distribution of policy to schools/regional staff, distribution of forms on disk to school administrative assistants/resource teachers.
• Edit/maintain Student Services Portal.
• Receive email and communicate, when necessary, notification of absences for Student Services and school based Specialist staff.
• Receive Program Planning time requests and maintain up to date records.
• Maintain a professional library of RT Resources/Materials.
• Maintain Level B testing kits for loan to school staffs.
• Perform general office duties, including screening phone calls and running various errands for staff.
• Reserve hotel rooms for coordinators/consultants.
• Prepare purchase orders/receiving of orders.
• Cover receptionist for breaks on a rotational basis.
• Assist Curriculum/Education staff as needed.

• Complies with the Occupational Safety Act and Regulations.

• Performs other related duties as required.

Thank you for your interest in the South Shore Regional Centre for Education, however, only those shortlisted for an interview will be contacted.