Bilingual Administrative Support Worker

Government of Prince Edward Island; Summerside; On-site; CAD 48,000 - 55,000; Full time

Job summary

An established industry player in social services seeks a dedicated individual for a full-time role in Summerside. This exciting position involves providing bilingual reception and administrative support for various social programs. You will be the first point of contact, ensuring effective communication and assistance to clients and the public. Join a team committed to equity, diversity, and inclusion, where your contributions will help create a welcoming environment for all. If you have strong organizational skills, a passion for helping others, and a desire to make a difference, this opportunity is perfect for you!

Benefits

Health and dental benefits

Pension Plan

Annual training funds up to $2,500

3 weeks paid vacation annually

Relocation assistance funds

Free parking

Qualifications

• Grade 12 and post-secondary diploma in business or office studies required.
• Experience in a busy office environment with public interaction is essential.

Responsibilities

• Provide bilingual reception and administrative support for various social programs.
• Coordinate information flow and deliver quality customer service.

Skills

Bilingual communication (English and French)

Customer service

Organization

Time management

Interpersonal communication

Microsoft Office

Office administration

Education

Grade 12

Post-secondary diploma in business or office studies

Tools

Microsoft Office

Outlook

ISM

Job description

Department: Social Development and Seniors
Location: Summerside
Position: Full time Commencing Immediately
Employment Type: Permanent UPSE
Hourly Salary Range: $24.76 - $28.12
Annual Salary Range: $48,282 - $54,834
Pay Level: 10
Bi-Weekly Hours: 75.0 hours
Posting ID: 162082-0824SDSPO
Closing Date: Thursday, January 9, 2025 5:00pm
Open to: Public

The Department of Social Development and Seniors 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.

What we offer:

• Health and dental benefits
• Pension Plan
• Up to $2,500 annual training funds after one year
• 3 weeks paid vacation annually
• Relocation assistance funds
• Free parking

The purpose of this position is to provide bilingual reception and secretarial duties for Social Programs Summerside office along with providing administrative duties for AccessAbility Supports, Social Supports, Child Care Subsidy programs as well as supervisors. It requires interacting and networking with front line and administrative staff as well as clients and the general public.

Duties will include but are not limited to:

• Coordinate the effective flow of information throughout the division, such as directing telephone and in-person inquiries to the appropriate staff;
• Deliver quality customer service by greeting, directing and assisting clients and the general public to their appropriate destination;
• Receive, screen, and respond to telephone inquiries, emails regarding divisional programs and services;
• Identify calls of an urgent nature then direct to appropriate staff, program or resource;
• Inform caseworkers when clients have arrived;
• Obtain Proxy to social services staff’s daily calendars which enables rescheduling and cancelling appointments when necessary;
• Maintain and track daily appointments for Case Coordinators in a spreadsheet;
• Receive batch reports and invoices for AccessAbility Supports, Social Supports, and Childcare Subsidy;
• Scan and copy reports and invoices and forward to Provincial Finance as required to ensure prompt and accurate payments to clients and vendors;
• Manage all incoming mail. Determine PHN and Case Coordinator attached to document by using ISM. Record this information on the document, date stamp and distribute the document in the proper Case Coordinators mailbox;
• Take meeting minutes for administration team when required;
• Other duties as required.

Minimum Qualifications:

• Applicants must have Grade 12 and successful completion of a recognized post-secondary diploma in business or office studies and experience performing complex clerical duties, such as auditing documents for accuracy and completeness and resolving calculation discrepancies is required.
• Experience in dealing with the public in a busy office environment and ability to adapt to stressful situations is required.
• Excellent written and oral communication skills in both English and French.
• Skill in organization, time management and interpersonal communication, as well as the ability to work both independently and in a team environment.
• Knowledge of working with a variety of software programs (Microsoft Office, Outlook, ISM).
• A good previous work and attendance record and an acceptable criminal record check and vulnerable sector check.
• Work experience with Social Supports, AccessAbility Supports and Child Care Subsidy Programs would be considered an asset.
• Additional relevant education and work experience would be considered an asset.

This competition may be used to fill future job 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 [phone]. 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.