Bilingual Administrative Assistant

Government of PEI; Summerside; On-site; CAD 40,000 - 55,000; Full time

Benefits offered by this job

Health and dental benefits

Up to $2,500 annual training funds

Flexible working hours

Employee assistance program

Pension Plan

3 weeks paid vacation annually

Job summary

Government of Prince Edward Island, Department of Education and Early Years, seeks a bilingual Administrative Support Worker to assist French Education, Programs and Services curriculum leaders and coaches. You will provide bilingual admin support, manage schedules, documents, and meetings, and help with records and budgeting tasks.

Applicants must have a college diploma in office studies and strong English/French skills, with experience in fast-paced settings and proficiency in Microsoft and

Qualifications

• Must have a college diploma in office studies or administrative support.
• Advanced proficiency in English and French, with strong written skills in both languages.
• Experience in a bilingual, fast-paced office environment is required.
• Proficiency in Microsoft and Google Suite applications and in maintaining records.

Responsibilities

• Provide bilingual administrative and secretarial support in both official languages.
• Schedule appointments, arrange travel, maintain supplies, format and proof documents.
• Maintain files using the Records Management System.
• Handle confidential information with discretion and manage confidential needs.
• Use spreadsheets to maintain budgets and prepare notes/minutes for meetings.
• Arrange meeting rooms and prepare materials for meetings.
• Answer inquiries and fulfill requests from public, school authorities and staff.
• Provide relief for bilingual receptionist as required; perform other duties.

Skills

Bilingual English/French

Microsoft Office

Google Suite

Time management

Organization skills

Communication skills

Teamwork

Education

College diploma in office studies/administrative support

Tools

Records Management System

Spreadsheets (Excel/Google Sheets)

Publishing software

Job description

The Department of Education and Early Years 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 ourEquity, Diversity, and Inclusion Policy.

The French Education, Programs and Services (FEPS) division provides leadership, coordination, and support in the development of quality French First Language, French Immersion, and Core French curricula, as well as support services and resources for teachers and students from kindergarten to Grade 12. The division also provides opportunities for teachers and students to promote French cultural education. The Bilingual Administrative Support Worker will provide bilingual administrative and secretarial support services to French Education, Programs and Services curriculum leaders and instructional coaches. This position also provides services and information to other education interest holders.

Duties will include but are not limited to:

• Providing administrative services in both official languages; writing letters and typing reports, curriculum guides, and other instructional materials;
• Administrative duties such as scheduling appointments, making travel arrangements, maintaining supplies, and formatting and proofing various documents;
• Maintaining files using the Records Management System;
• Handling confidential information and discerning confidential needs;
• Using spreadsheets to maintain budgets;
• Arranging for meeting rooms, preparing materials and minutes for meetings;
• Answering inquiries, fulfilling requests, and preparing notes for and from the public, school authorities, teachers, and staff;
• Providing relief for bilingual receptionist as required; and
• Other duties as required.

Minimum Qualifications:

• Applicants must have a college diploma from a recognized post-secondary program in office studies/administrative support;
• Demonstrated equivalencies will be considered;
• Considerable experience in an office setting;
• Experience managing and coordinating schedules;
• Experience managing records;
• This is a bilingual position. Advanced oral proficiency in English and French is required;
• Excellent written skills in English and French are required;
• Must be able to work in a fast-paced work environment with minimal supervision;
• Demonstrate good time management and organizational skills;
• Proficiency in Microsoft and Google Suite;
• Must have strong interpersonal and communication skills, as well as the ability to work effectively in a team environment;
• The successful applicant must have a good previous work attendance and provide a satisfactory Criminal Records Check prior to commencing employment.

Other Qualifications:

• Experience in using publishing software, clipart, and graphics in documents would be an asset.
• Additional relevant education and experience will be considered an asset.

BENEFITS

• Health and dental benefits
• Up to $2,500 annual training funds
• Flexible working hours
• Employee assistance program
• Pension Plan
• 3 weeks paid vacation annually, as per the UPSE collective agreement

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The Public Service is inspired to make a positive impact and proud to shape the future of our Island Community.

Languages:

• English
• French