Job Description

Bilingual Administrative Assistant

Department:

Environment, Energy and Climate Action - Acadian and Francophone Affairs Secretariat

Location:

Charlottetown

Position:

Full-time (Commencing Immediately until August 2025)

Employment Type:

Temporary - UPSE

Hourly Salary Range:

$27.08 - $32.31

Annual Salary Range:

$52,806 - $63,005

Pay Level:

12

Bi-Weekly Hours:

75.0 hours bi-weekly

Posting ID:

166708-0225EETO

Closing Date:

Thursday, March 6, 2025 5:00 p.m.

Open to:

Public

The Department of Environment, Energy and Climate Action 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.

What we offer:

Health and dental benefits after 6 months Up to $2,500 annual training funds after 6 months 3 weeks paid vacation annually Free parking
The purpose of this position is to provide senior level bilingual administrative assistance to the Director, the Translation Services Supervisor and staff of the Acadian and Francophone Affairs (AFA) as well as administer the budget of the division.

Duties will include but are not limited to:

Organize meetings (in-person, teleconference and videoconference) and facility preparation; Make travel arrangements (in-province, out-of-province and internationally) for AFA staff, including the preparation and submission of travel claims; Receive, screen and respond to emails or telephone inquiries from internal and external audiences; Provide reception services for public in-person inquiries; Ensure that the Division's records and files are maintained as per applicable statute, recorded information management policy, and project management best practices; Compose, edit and format letters, reports, briefing notes, minutes, etc.; Receive, stamp and review invoices for accuracy and terms of payment and ensure payments are made in a timely manner; Ensure that invoices are properly coded and authorized for payment by the proper signing authority; Enter invoices for payment into the Oracle Financial Information System (Oracle); Monitor and analyzing expenditures/revenue budget from Oracle and providing recommendations in allocation of the budget; Prepare and/or generate reports for Translation Services; Provide support to the ongoing administration of the translation request management system (TRMS); Provide administrative support to the functions of AFA in the implementation of the FLSA. Those functions include the Acadian and Francophone Community Advisory Committee, the French Language Services Coordinators Committee and the complaints mechanism process; Manage the worksites of the offices of AFA in Charlottetown and Wellington; Other related duties as required.

Minimum Qualifications:

College diploma, such as office studies OR business OR completion of other related post-secondary programs. Demonstrated equivalencies will be considered. Considerable experience in an office environment; Proficiency in the use of Office 365; Advanced oral and written communication skills in French and English; Proven organizational skills with strong time management skills; Ability to work both independently and in a team; Ability to establish and maintain effective working relationships with internal partners and external stakeholders; Integrity and discretion and good judgment; Hold a valid driver's license. Applicants must have a good previous work and attendance record. The successful applicant must provide a satisfactory Criminal Records Check prior to beginning employment.

Other Qualifications:

Knowledge of the PEI provincial government is considered an asset; Knowledge of the Acadian and Francophone community of PEI is considered an asset; Knowledge of the following: French Language Services Act, Financial Administration Act, Public Purchasing Act, Treasury Board Policy and Procedures Manual is considered an asset; Experience working with Adobe Professional, PeopleSoft, Oracle Financial Information System and Alfresco is considered an asset.

Please Note: Preference will be given to UPSE Civil employees as per the UPSE Civil Collective Agreement.

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.

No. 6 on Forbes' list of Canada's Best Employers 2024

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

Job Types: Full-time, Permanent, Fixed term contract
Contract length: 6 months

Pay: $52,806.00-$63,005.00 per year

Benefits:

Employee assistance program Language training provided On-site parking Paid time off Wellness program
Schedule:

8 hour shift Monday to Friday
Work Location: In person