Administrative Assistant

3 weeks ago

Dartmouth, Canada Mi’kmaw Family & Children’s Services of Nova Scotia Full time

**Title**:Administrative Assistant
**Status of employment**:Full-time/Permanent
**Office Location**:Dartmouth, Nova Scotia

As a commitment to reconciliation, Mi'kmaw Family and Children's Services of NS wishes to honor the historical

**Position Summary**:
As a member of the Wikimanej Kikmanaq and Family & Community Resource team the Administrative Assistant is responsible for all administrative functions for the department which include but are not limited to maintaining a filing system, gathering, and compiling information/statistics, data entry, photocopying reports, and maintaining and developing databases.

Along with the daily clerical needs of the department, the Administrative Assistant is responsible for locating and securing appropriate venues and caterers for the coordinators.

**Key Responsibilities**:

- Explore and establish connections within the community to expand locations and venues of hosting circles within the community
- Maintain an up-to-date resource guide for the coordinators to help navigate availability in communities
- Locate/secure venue and arrange caterers for participants
- Pick up/deliver arranged meals as needed
- Prepare requisitions for payment from the venues and caterers and work collaboratively with finance to ensure documents align
- Prepare and maintain active/closed files
- Develop a system to assist the supervisor to maintain accurate incoming referrals and the type of circles requested
- Develop form letters to be used by the coordinators such as closing letters and others necessary for the program
- Record and maintain statistical information on a spreadsheet
- Prepare referral packages for the coordinators
- Compile handouts for training programs in the community
- Assist the support workers in the community when needed for such things as setting up and taking down an event
- Collects and compiles information on communities needs
- Follows up on all material that has been delegated to ensure matters have been actioned and finalized
- Collects and compiles information and statistics as requested by the Supervisor
- Prioritizes matters coming into the office requiring the involvement or input of the Supervisor
- Sets up and ensures effective maintenance of the office filing system in compliance with Records Management

**Qualifications**:

- Business Administration diploma/certificate from an accredited institution
- Two years' minimum relevant work experience is considered an asset
- The ability to work independently with mínimal supervision in a busy highly confidential environment
- Excellent organizational, time-management, multi-tasking, and communication skills written, and verbal are essential
- Superior computer skills, specifically Microsoft Word, Outlook, and Excel, with the ability to learn new software quickly
- A valid driver's license, and access to a reliable vehicle

**Classification range**: CL 16(1) - CL16(5) **Salary range**: $41,279.94 - $46,155.72

**What We Offer**:
Based on the employment status, we offer a wide range of benefits such as:

- Comprehensive health and dental benefits package
- Defined contribution pension plan
- Employee and Family Assistance Program
- Three (3) weeks' vacation to start
- Paid time off for Christmas office closure
- General Illness (Short and Long Term)

**Submit Cover Letter and Resume to**:
Jolly Stevens, Human Resources Coordinator
- Interviews May take place during the posting period

**Deadline for Applications: Friday, June 9**th**, 2023**
- All aspects of employment including the decision to hire, promote, or discharge, will be based on competence, performance, and operational need. Offer of employment is conditional upon completion of all applicable background checks and confirmation of credentials. We thank all applicants for their interest, however, only those selected for an interview will be contacted._
- Qualified Aboriginal applicants will be given priority in accordance with the Aboriginal Employment Preferences Policy of the Canadian Human Rights Commission._

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