CBVRCE CONF #003 Administrative Assistant (Operations)
Nova Scotia School Boards (NSSB)
Sydney, NS


The Cape Breton-Victoria Regional Centre for Education calls for applications for employment for the following position: Confidential Administrative Assistant (Operations Department). The successful applicant will be required to provide satisfactory Child Abuse Registry and Criminal Record (Vulnerable Sector) Checks.

APPLICATION DEADLINE: Friday December 21, 2018 by 12:00 PM (Noon)

This posting is initially open only to existing employees of the Cape Breton Victoria Regional Centre for Education. All applicants must submit a cover letter and resume for the designated position. A copy of all relevant Degrees, Diplomas, and professional certifications must accompany the application. An interview and competency test based on the job description is required. Applicants must reach an above average level of competency.

We invite women, Aboriginal Peoples, persons with disabilities and members of visible minorities to specify in their application that they belong to one of these groups targeted by our employment equity policy.


The following qualifications and experience are required for this position:

A diploma from a secretarial training institution.
At least five years successful secretarial experience.
Proficiency in computer programs such as MS Office (including Word, Excel, Power Point), and Google Apps for Education; database management programs (ie. AESOP, Powerschool, SAP etc.); and website management. Applicants must be open to learning new computer programs.
Excellent record keeping and research skills.
Excellent document/file management skills.
Excellent written communication skills, including but not limited to the composition of reports and correspondence.
Time management skills and ability to adhere to strict deadlines.
Excellent leadership, team building, communication, and interpersonal skills.
Ability to work a flexible schedule.
Ability to maintain a high level of confidentiality. Please note the successful candidate will be required to sign a Confidentiality Agreement.

Provides administrative assistance to the Director of Operational Services in the operations of the Facilities Management, Technology, and Transportation Departments.

Assists the Director in the coordination and compliance of Operational Department policies and procedures
Receives and files all confidential material related to Senior Management and assists in the development of items for the agenda.
Opens and screens all mail for the Director of Operational Services.
Deals with issues of a complex nature i.e. frequent contacts with various government departments. This would include maintaining responses/correspondence with various government departments.
Schedules meetings and appointments, as required and maintains Director’s schedule.
Deals with confidential matters such as employee relations on a regular basis.
Types documents, letters, memorandums, statistical information and reports for the department using the Microsoft Office Suite/Google for Education programs.
Maintains and creates spreadsheets and databases.
Sorts and files documents maintaining an alpha files, school files, department personnel files, and capital project files.
Assists in preparation of contract documents, reports and correspondence.
Maintains department employee records including preparing and executing time sheets for regular staff, casual replacements and confidential employees; receiving and processing documents such as Employee Sick Leave forms, WCB forms.
Records and manages reporting off calls from custodial staff and schedules casual replacements; manages daily scheduling of cleaning staff.
Maintains employee lists, schedules and placements.
Compiles reports and required information regarding employees for posting vacancies and recommendations of positions in the department.
Submits applications for summer grants - process student job applications, compiles and maintains time records and reports time.
Must be able to work independently and be able to meet schedules and tight deadlines.
Must be willing to work a flexible schedule.
Other duties assigned by the Director of Operational Services

Job Segment: Operations Manager, Secretary, ERP, Administrative Assistant, Operations, Administrative, Technology