Join our team: Administrative Support

Position Summary

The Administrative Assistant acts as the front-line point of contact for the office and is accountable for supporting the overall general administrative operations of the office in support of the goals, objectives, vision and mission of the NSCSW. The Administrative Assistant is the primary administrative and logistical support to all staff in the office, and to NSCSW Council and committees.

Employment Equity 

NSCSW is committed to the value of equity and strives to create an organization that represents the intersectional identities of Nova Scotians. Applicants from groups who have historically faced barriers to employment are encouraged to self-identify in their application.

Compensation 

  • This is a FTE permanent position; the salary range is currently under review, but will begin at $21.80 per hour.
  • The NSCSW offers a defined pension plan through the NSHEPP.
  • The NSCSW offers competitive extended health benefits.

Job Accountabilities 

Office Administrative Support 

  • Provides reception services by serving as the initial contact and resource person for the office. Assesses incoming requests to determine appropriate response, or to re-direct inquires to the appropriate staff person. Ensures staff are made aware of issues requiring their attention. 
  • Reviews and responds to all incoming correspondence and inquiries, and re-directs correspondence and inquiries as appropriate. 
  • Works with NSCSW staff to provide them with administrative and logistical support including such duties as photocopying, arranging meetings, logistics, and providing communication support for phone and video calls etc. 
  • Provides general database support to members such as resetting passwords, unlocking accounts, etc.
  • Provides input and prepares new or revised forms and documents to improve the general operations of the office and customer service to the members. 

Administrative Assistant to Council and Committees

  • Arranges and provides logistical and administrative support to Council. 
  • This includes duties such as photocopying, ensuring accuracy and completeness of agendas, minute-taking, organizing council packages, booking meeting space and accommodations, and ordering catering for Council meetings.

General Office Management          

  • Responsible for maintaining all operating office files (excluding memberships) in an orderly manner, including ensuring budget statements, bank statements and invoices are filed chronologically. 
  • Coordinates and implements an effective and efficient file system. Evaluates file-storage, and related policy and procedures, and is accountable to maintain internal servers. 
  • Coordinates and facilitates general office services such as: telephone systems and support, office equipment maintenance, credit card machine, and orders office and housekeeping supplies, etc.
  • Assists with the development and coordination of IT and video related services for the College by assessing IT infrastructure needs and facilitating IT/Telecommunications contracts.
  • Ensures appropriate maintenance of the office space, computer technology, and any other office equipment.
  • Ensures rental payment of office space is delivered to landlord on a monthly basis. 
  • Maintains inventory of office supplies; placing orders and verifying receipt of order.
  • Responsible for petty cash.

Bookkeeping

  • Receives and codes invoices for payment for the Executive Director’s review and approval; forwards invoices to the Colleges’ bookkeeper to issue cheques; reviews payment/cheque produced with Executive Director/Register for final approval and is accountable to mail out payment as appropriate.
  • Prepares bank deposits and delivery to the bank.
  • Timely filing (both electronic and hard copy).

Other Duties                                                                                                                                                         

  • Performs other duties as assigned by the Executive Director/Registrar; keeps the Executive Director/Registrar informed of issues of concern on a timely basis. 

Knowledge/Experience

  • Minimum high school diploma and recognized secretarial or office administration diploma.
  • Minimum three years of related administrative experience. 
  • Advanced knowledge of computer programs MS operating systems, Zoom, Office 365.
  • Knowledge of effective administrative procedures, office equipment, report generation and database systems.
  • Experience working in a confidential environment that has demanding periods.

Competencies

  • The individual must possess excellent interpersonal skills and customer service. 
  • Expected to use professional judgement and professional attitude in all dealings with College members, the public, Board and Council members and office staff. 
  • Must be a strong communicator.  
  • Must have strong organizational skills by effectively determining day-to-day priorities and uses judgement to ensure tasks for are organized. 
  • Must be flexible in creating and suggesting alternative solutions to meet goals.
  • Must be flexible with ongoing challenges and changes.  
  • Understanding of confidentiality in professional and legislated context is required.
  • The capacity to work independently and provide solid judgment to the responsibilities of the role is required.
  • Proficient at minute taking. 

Qualities 

  • Professional
  • Team and customer focussed
  • Collaborative
  • Can-do/positive attitude 
  • Solid problem solving skills
  • Ability to work independently
  • Hard working
  • Detail orientated 
  • Confidential 
  • Initiative
  • Ability to multi-task and prioritize
  • Works well under pressure

Application

Applicants should send a resume and cover letter to Alec Stratford, Executive Director/ Registrar at Alec.Stratford@NSCSW.org by March 12, 2021, at 4:30 p.m.

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