Job Description

Property Services Administrative Assistant

Property Services Administrative Assistant 7 hours per day Vacant Position/effective immediately Wages commensurate with Job Band 5 starting at ($22.96/hour) Work Location: Kentville Operations Centre Closing date for applications, Midnight April 27, 2023
Terms and conditions of employment, including wages, are in accordance with the Terms and Conditions of Employment for Non-Union Employees (AVRCE). The Property Services Administrative Assistant is responsible for providing administrative support including correspondence, data management (SAP, Excel), and responding to enquiries by telephone, mail, e-mail, and in person. In addition to supporting the Coordinator of Property Services, this position is responsible for tracking work orders and other related items in SAP Plant Maintenance. Qualifications and Abilities

• Maintain confidentiality in the handling of sensitive and confidential material and information.
• Proven strong communication skills, collaborative and organizational skills.
• Ability to work independently and accurately on a flexible schedule.
• Knowledge and familiarity of the use of SAP modules including Materials Management (Procurement), Finance, Time Entry and Human Capital Management (HCM)
• Advanced facility with computer software including word processing, spreadsheets, databases, desktop publishing, Internet, including e-mail.
• Ability to solve problems independently or as part of a team.
• Ability to exercise good judgement, take initiative and accept responsibility.
• Ability to manage time effectively.
• Enthusiasm and a pleasant manner
• Ability to work in an environment with frequent interruptions.
• Two year secretarial/clerical training at a Community College or equivalent is required.

Responsibilities:

• Via phone, person, mail, and email, receive, assess, and respond (where applicable) to inquiries directed to Coordinator of Property Services.
• Liaison with school offices on urgent situations and work orders.
• Receive, sort, prioritize, process, distribute, and send incoming/outgoing mail and email.
• , In consultation with Property Services\xe2\x80\x99 Supervisors prepare and process purchase orders. Verify materials as they arrive.
• Ensure that invoices/receipts are charged to their proper budget category.

• Use of SAP modules including Plant Maintenance, Materials Management (Procurement), Finance and Human Capital Management (HCM)Time sheet (CATS) time entry.
• SAP Plant Maintenance functions: creation, completion and reporting of notifications and work orders; creation and reporting of budget specific work orders; processing settlements; and generating various operations and financial reports as required.
• Materials Management: purchase order creation, reporting, monitoring and completion, as well as use of Goods Receipts.
• Finance module: use of financial work order and cost centre reports for budget reporting and auditing purposes. Monitoring costs to work orders and processing corrections as needed to assist with budget management.
• HCM: Provide support to perform time entry postings to both work orders and regular time entry as needed.
• Knowledge and understanding of the effect of various SAP transactions on the Property Services budgets.
• Perform various testing as required for system upgrades (all components mentioned above) and Plant Maintenance master data changes.
• Assist Operations Department staff with periodic/seasonal priority issues.
• Prepare, photocopy, assemble and distribute documents as required in support of Property Services.

All applications will be considered in accordance with the Terms and Conditions of Employment for Non-Union Employees Policy:

• This position is first available to current \xe2\x80\x9cNon-Union\xe2\x80\x9d employees of the Annapolis Valley Regional Centre for Education.
• Second, this position is available to Employment Equity external candidates.
• Third, if there are no successful candidates from the Employment Equity applicant pool, then other external candidates who are not members of the identified peoples will be considered for this position.

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