Job Description

The Department of Agriculture 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.


The purpose of this position is to provide senior level administrative support services to the Director of Agriculture Resources. The position also provides administrative support to the Manager of Sustainable Agriculture, the Manager of Agriculture Climate Adaptation, and the Manager of Agriculture Industry Development, in scheduling appointments, correspondence, processing invoices and claims, financial reporting, file management, purchasing office supplies, office equipment, field supplies, field equipment, and booking travel/accommodations and training events.

Duties will include but are not limited to:

Demonstrating an understanding of the Division's mandate in order to effectively communicate this in daily contacts; Scheduling and accepting appointments into calendar as appropriate; Organize meetings, including locations and materials and ensuring items required are available and present; Ensuring all supporting documentation for teleconferences and meetings is provided to the Director in advance; Preparing, assembling and distributing agenda materials; takes minutes, transcribes minutes for review and issuance; follow-up on actions taken and notify appropriate parties; draft resolutions for review and approval; Preparing and proofreading correspondence, reports, memoranda, presentations, letters and other documentation, on a variety of subjects including confidential topics; Receiving, reviewing and date stamping incoming correspondence, scanning for pertinent dates and other relevant information of potential interest to the Director or staff, and forwarding for action, or routing to file; Organizing, accumulating, and filing briefing materials to support meetings, Federal/Provincial/Territorial meetings, teleconferences, briefings, intergovernmental or interdepartmental committees, policy and planning initiatives, projects; Receiving, screening, and responding to telephone inquiries, e-mails or memoranda regarding divisional programs and services. Handling day-to-day situations and issues ensuring matters requiring attention are referred to the proper authority. A good knowledge of policy and procedure is required; Assisting in administration of the vehicle fleet, creating vehicle booking schedules, labeling keys, printing and labeling log sheets, maintaining vehicle binders, tracking maintenance, inspection dates and oil changes, ensuring vehicle supplies are up to date; Coordinating, preparing and administering the divisional budget and provide the Director and Managers with timely and accurate reports and information; Maintaining, gathering, tracking and summarizing data/information and produce Oracle financial information report for budgeting and planning purposes; Preparing Oracle Expense Distribution Reports, Account Analysis, Pre-Audit Reports, Hyperion and or Discoverer; Creating and maintaining program files while ensuring proper procedures are followed under the records management programs (i.e. Ensure file retention and archival procedure guidelines are followed); Other duties as required.

Minimum Qualifications:

Successful completion of a recognized college administrative diploma or degree or an undergraduate degree from a university. Considerable work experience in a senior level administrative support role. Demonstrated equivalencies may be considered Experience managing and coordinating schedules (e.g., appointments). Experience assisting with the management of budgets. Some experience formatting official correspondence. Some experience managing records.

Other Qualifications:

Proficiency in the use of Microsoft Word, Excel, and PowerPoint. Knowledge and ability in using various types of office equipment, A/V equipment, LCD projector, other. Effective time management and ability to manage competing time sensitive priorities. Excellent interpersonal, and communicational skills. Proficiency in the use of word processing and spreadsheets. Demonstrated ability for accurate minute taking. A high degree of proficiency with English composition. Proficiency in the use of Oracle FIS would be considered an asset. French would 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. 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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