174859 - Administrative Assistant - Treasury Board Secretariat - Temporary

The Treasury Board Secretariat is committed to Equity, Diversity, Inclusion and Accessibility. Our goal is to build a public sector workforce that reflects the diverse communities we serve and to promote welcoming, diverse, inclusive, respectful workplaces that are accessible to all. We welcome all interested individuals including Indigenous People, persons with disabilities, Black, racialized, ethnic and culturally diverse groups, as well as people regardless of their sexual orientation, gender identities, and gender expressions. Those looking for more information are invited to visit our Equity, Diversity, and Inclusion Policy.

Our Vision: Forward-looking people, service, and technology.

Our Mission: Our Team proudly delivers quality IT expertise and advice with our partners to make citizen and business-centric service possible.

The purpose of this position is to provide senior level administrative support services to the Directors in IT Shared Services. The position is located in a Division that is inclusive, research-driven, and fast-paced. Duties include answering phone calls, taking minutes, managing schedules, formatting correspondence (including Treasury Board and Executive Council memorandum), soliciting quotes and purchasing items, booking travel and accommodations, Divisional record management, and Divisional accounts support including processing and preparing invoices. This position also acts as front reception which involves greeting civil servants arriving for service, engaging with courier companies with parcel shipping and receiving, and sorting and distributing inter-office mail.

Duties will include but are not limited to:

• Communicate the Division’s mandate clearly in daily contacts;
• Maintain professional communication with internal and external stakeholders via phone, e-mail, mail, and in-person meetings;
• Establish and maintain a bring forward system for the Director for important files and due dates;
• Organize, accumulate, and file briefing materials to support meetings, teleconferences, briefings, intergovernmental or interdepartmental committees, projects, and legislative initiatives;
• Receive, screen, and respond to telephone inquiries, e-mails or memoranda regarding Divisional programs and services (ensuring matters requiring attention are referred to the proper authority);
• Organize meetings, including locations and materials and ensure items required are available and present;
• Coordinate, prepare and administer the divisional budget and provide the Director with timely and accurate information;
• Track expenditures by reviewing reports to ensure processing has occurred to ensure accurate budget forecasts can be made;
• Maintain, gather, track and summarize data/information and produce Oracle financial information reports for budgeting and planning purposes;
• Assist with setting up phones, accounts, computer access, ordering necessary supplies, etc. for new employees;
• Other duties as required.

Minimum Qualifications:

• Successful completion of a recognized college administrative diploma or degree or an undergraduate degree from a university;
• Demonstrated equivalencies will be considered;
• Considerable work experience in a senior level administrative support role;
• Experience managing and coordinating schedules (e.g., appointments);
• Experience assisting with the management of budgets;
• Some experience formatting official correspondence and managing records;
• Proficiency in the use of Microsoft Word, Excel, PowerPoint and Outlook;
• Knowledge and ability in using various types of office equipment, A/V equipment, LCD projector, other;
• Effective time management and ability to manage competing and time sensitive priorities;
• Excellent interpersonal, and communicational skills;
• Demonstrated ability for accurate minute taking;
• A high degree of proficiency with English composition;
• Excellent attendance record and acceptable Criminal Record Check and Vulnerable Sector Check.

Other Qualifications:

• Proficiency in the use of Oracle FIS would be considered an asset.

This position may be used to fill future vacancies.

Please Note: Please ensure the application clearly demonstrates how you meet the noted qualifications as applicants will be screened based on the information provided. We would like to thank all applicants for their interest; however, only those who are selected for an interview will be contacted.

Where possible, submitting an electronic resume or job application is preferred. Otherwise, please return forms to PEI Public Service Commission, P.O. Box 2000, Charlottetown, Prince Edward Island, C1A 7N8. Applications may be sent by fax to (902) 368-4383. IT IS THE RESPONSIBILITY OF THE APPLICANT TO CONFIRM RECEIPT OF THE APPLICATION, BY TELEPHONE OR IN PERSON PRIOR TO THE CLOSING DATE. Please ensure that the appropriate Posting ID number is stated on all application forms. You can apply online or obtain an application form by visiting our web site at www.jobspei.ca. Forms may also be obtained by contacting any PEI Government office, ACCESS PEI Centre, Regional Services Centre, or by telephone (902) 368-4080.

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