Confidential Administrative Assistant

Posted by Michelle MacLeod on September 14, 2012 3:00:pm (1805 reads)




TO:                             PRINCIPALS/SECRETARIES

FROM:                       Wendy King,Coordinator of Human Resources

RE:                             JOB NOTIFICATION

DATE:                         Friday, September 14, 2012


The following information regarding a CONFIDENTIAL ADMINISTRATIVE ASSISTANT VACANCY IN THE HUMAN RESOURCE SERVICES DEPARTMENT, Secretary to the Director of Human Resources, is being forwarded to you for notification to be posted in your school/building.


Applicants must submit a resume and cover letter for the designated position. 

Late applications will not be considered.  You must include copies of all certificates/diplomas which are required for the position.  It is also your responsibility to ensure that the Human Resources Department has received any faxed applications.  Please phone 562-6476 to confirm

Thank you for your anticipated cooperation in this matter.





OPENING DATE: Friday, September 14, 2012
CLOSING DATE: Friday, September 21, 2012- 4:00 p.m.



There is one (1) position within the school system for a CONFIDENTIAL ADMINISTRATIVE ASSISTANT SECRETARIAL POSITION IN THE HUMAN RESOURCE SERVICES DEPARTMENT (secretary for the Director of Human Resources). The initial opening is as indicated.




Applicants must submit a cover letter and resume.



Applications are to be forwarded to:    Wendy King

                                                                        Coordinator of Human Resources

                                                                        C.B.-Victoria Regional School Board

                                                                        275 George St.

                                                                        Sydney, N.S.  BIP 1J7





Applicants must hold a diploma from a secretarial training institution and have at least five years successful secretarial experience.  Must be proficient in computer programs such as MS Office (including Word, Excel, Access, Power Point) and Word Perfect (Corel) as well as database management programs.  Successful candidate must have a good knowledge of website management and open to learning new computer programs such as SAP, CEDAR, Aesop and InSchool.  Excellent record keeping skills are essential in this position. Time management skills and adhering to deadlines are critical for this position.  Excellent interpersonal skills are required and must be able to work a flexible schedule.  Due to the nature of this position, the successful candidate will be required to sign a Confidentiality Agreement.


An interview and competency test based on the job description is required for all applicants. Testing will also be required in the use of database/spreadsheet programs. Applicants must reach an above average level of competency.


WORK TERM:                     12 MONTH____X__                        10 MONTH_____


RATE OF PAY:                    Commensurate with experience


JOB DESCRIPTION:          (Attached)






Administrative Assistant to the Director of Human Resource Services


  •  Prepares NSTU job vacancies, posts them to the Board website and files applications received. 
  • Arranges job interviews, prepares interview packages, types recommendations of interviews for  presentations to the Board for approval. 
  • Types all permanent, probationary and term contracts using Word Perfect/Office mail merge. 
  • Tracks aggregate days of term contract teachers and maintains data necessary for determining recall rights and seniority list. 
  • Sets up and maintains an electronic database for all staff to represent personnel and enrolment statistics.
  • Responsible for maintaining current information under the employment section of the Board website.
  • Initiates correspondence requiring knowledge of existing Collective agreements, policies, practices and procedures of the Human Resource Services Department.
  • Assists in staffing (CUPE and NSTU) through the collection and organization of data as it relates to staffing formulas and guidelines.
  • Deals with confidential matters such as labour relations on a regular basis.
  • Types legal correspondence involving employer-employee matters.
  • Assists in preparation of contract proposals for management-union negotiations.
  • Assists in processing of grievances and maintenance of files.
  • Processes a wide variety of forms, applications and documents according to established procedures as set out in the existing Collective Agreements.
  • Completes reports for the Department of Education.
  • Compiles information and/or data and prepares statistical reports to be used by Senior Administration, staff and/or the general public.
  • Types investigation reports, letters of reprimand, etc. pertaining to employees.
  • Opens and screens all mail for the Director of Human Resource Services.
  • Initiates and maintains electronic position maintenance for Human Resources/Payroll process.
  • Collects and organizes information from schools for use by the Human Resource Services Department.
  • Makes and keeps a record of schedules and meetings for the Director of Human Resource Services.
  • Establishes and maintains effective and efficient processing of staff records; e.g. job sharing, leaves of absence, deferred leaves, retirements.
  • Runs standard and customized reports from the SAP/HR Payroll system exporting to Excel and Pivot Table.
  • Integrates data information from the SAP/HR payroll system to facilitate the daily data requirements for the Human Resource Services Department to meet time-driven requirements.
  • Responsible for verification of AESOP codes and forms.
  • Responsible for verification of teacher certification using the provincial CEDAR System.
  • Must be able to maintain a high level of confidentiality.
  • Must possess excellent leadership, team building, communication and interpersonal skills.
  • Must be willing to work a flexible schedule.
  • All other related duties as assigned.
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