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Bi-weekly Hours: 75.0 hours bi-weekly (evenings and weekends as required)(Commencing Immediately for One Year)The PEI Department of Fisheries and Communities aims to encourage the development of an innovative, diverse and inclusive workforce which enables the organization to realize its goals. The purpose of this position is to provide senior level administrative support assistance to the Director and Manager of the Municipal Affairs Division. The position also provides administrative support for the division, including scheduling appointments, correspondence, purchasing office supplies, office equipment, booking travel/accommodations.Duties will include: - Preparing correspondence, reports, memoranda, briefing binders, presentations, letters and other documentation, on a variety of subjects including confidential topics; - Collecting and maintaining data collections, providing analysis, creating presentations including tables and charts, and creating Treasury Board Submissions and Executive Council Memos;- Maintaining division website, administrative files, work plans, and reference materials;- Scheduling appointments and locations for meetings; logistical arrangements for public consultation; - Receiving, screening, and responding to telephone inquiries, e-mails or memoranda regarding divisional programs and services;- Handling day-to-day situations and issues; a good knowledge of policy and procedure is required; - Gathering information to support projects and initiatives as requested;- Responsible for Oracle FIS data entry and preparing/issuing printing requisitions to the Queen’s Printer;- Data entry and maintaining electronic databases, for example municipal directory, bylaws and official plans;- Preliminary audits of invoices, employee expense claims, and requisitions to ensure compliance with legislation, policies, and directives;- Assisting the Director in budget forecasting, monitoring budget, and creating monthly status reports; assisting with the preparation of division quarterly forecasts and detail budget;- Liaising between the Division and other Divisions/Departments and replying to written and telephone communications.- Other related duties as required.
Minimum Qualifications: - Applicants must have a diploma from a recognized Business related or Office Studies program.- Considerable experience providing administrative assistance to senior management.- Experience undertaking projects of research and analysis while working alone as well as a team player.- Experience organizing meetings and taking minutes.- Demonstrated equivalencies will be considered. - Must have excellent oral and written communication skills.- Knowledge and training in Records Management.- Proficient in word processing software, spreadsheets, emails, and presentations software.- Effective organizational and time management skills.- Applicants must have a good previous work and attendance record.- The successful applicant must provide a satisfactory criminal records check prior to beginning employment. Other Qualifications: - Additional relevant education and experience will be considered an asset.- Bilingualism will be considered an asset.Please Note: Please ensure the application clearly demonstrates how you meet the noted qualifications as applicants will be screened based on the information provided. The successful candidate will be the only individual receiving written notification of competition results. The "Notification of Successful Candidates" list posted on the Employment Opportunity board will serve to inform all other applicants of competition results.
Charlottetown, PE, Charlottetown, PE, Charlottetown, PE, C1A 0A4, Canada