ADMINISTRATIVE ASSISTANT

 Classification:              Administrative Support

 Reports to:                               Executive Director

 Minimum Qualifications: 

 ·         Possess a diploma or certificate from a recognized business program or school OR a minimum of five (5) years’ experience in a senior level administrative support position

·         Registration with the appropriate professional association of their area of child-care qualifications

·         Ongoing development of knowledge and skills

·         Training on an annual basis to meet or exceed the standards of their professional association

·         Meet or exceed the minimum requirements of the Province of Nova Scotia, Department of Community Services, Provincial Standards for Residential Child-Caring Facilities; Children and Family Services Act and Regulations;

 POSITION SUMMARY

 Provide clerical and support requirements to the Executive Director, Senior Management positions, Facility Supervisors and Professional Staff.  The preparation and maintenance of all payroll and personnel records of Association staff. Provide assistance and direction to all staff concerning personnel issues.

Supervision of Receptionist Position.

 ACCOUNTABILITY:

 The incumbent is accountable to all standards and expectations of the Province of Nova Scotia:

·         Provincial Standards for Residential Child-Caring Facilities

·         Children and Family Services Act

·         Nova Scotia Child Abuse Protocol

·         ADCRF Code of Conduct

·         Code of Conduct or Ethics of their Professional Association

 CORE COMPETENCIES

 The incumbent is required to perform, exhibit and lead by example in the following areas:

 ·         Detail to accuracy

·         Analytical and conceptual thinking

·         Client service orientation

·         Decision Making

·         Organizational commitment and awareness

·         Problem Solving

·         Integrity

·         Teamwork

 DUTIES AND RESPONSIBILITIES

 In all duties and responsibilities and any delegation of tasks, the incumbent is responsible to ensure that all matters under the Provincial Standards for Residential Child-Caring Facilities, the Children and Family Services Act and Regulations and other legislation related to children and youth, which fall under his/her responsibilities are routinely reviewed and that the Standards are met or exceeded.  All programs and initiatives must be consistent with the philosophy of the Association.

 ·         Preparation, processing and maintenance of all personnel and payroll related documents for Association Staff.

·         Provide interpretation of, assistance and direction to employees regarding the Personnel polices, Labour Standards Code, Worker’s Compensation Act, Employment Insurance Act and any group benefit documents.

·         Inventory control, records management of and the purchase or rental of equipment and supplies

·         Provide clerical and support requirements to the Executive Director, Senior Management positions, Facility Supervisors and Professional Staff.

·         Coordination and arrangements for all meetings of Senior Management, Professional Staff and the Board of Directors

·         Preparation, implementation and ongoing maintenance of the filing system and records retention for the Association

·         Receives or greets the public, in person or via telephone, when available and is to present a pleasant and professional manner

·         Ensures distribution of messages to appropriate staff in a timely manner

·         Maintains any systems or scheduling as may be required for Senior Staff (ie, beepers, on call arrangements, etc.) and in a timely manner

·         Development and ongoing maintenance of a data base which denotes employee’s Date of Hire Anniversary for performance appraisal; ensures that evaluating staff are advised and provides follow up to ensure completion and filing of the appropriate appraisal documents

·         Develops and maintains an accurate, current system for reporting all leaves from work (ie, sick leave, paid,/ unpaid leaves of absence) and monitors and records entitlements.   Advises the Executive Director of any discrepancies or issues.

·         Organizes and maintains the telephone system and arranges for any necessary repairs in a timely manner

·         Develop, ongoing maintenance  and retention of files or the organized destruction of files to meet the needs of the Association and to comply with provincial standards

·         Maintain within the file system a readily definable system for maintenance of contracts for equipment purchases and rentals along with the ongoing retention of records relating to same

·         Supervision of Receptionists Position

·         Other responsibilities as required by the Executive Director

 WORKING CONDITIONS

 The work environment demands strong concentration and the ability to focus. Work hours will be, for the most part, during the normal daily work hours.  Occasionally extended hours may be required.  Must be able to work independently and under stressful conditions.  Working environment often requires sensitivity to cultural and societal differences.   Working conditions include physical, emotional and mental demands