The Department of Workforce, Advanced Learning and Population 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.

Reporting to the Director, this is an integral position that supports the various sections of the Division to ensure that operations are carried out smoothly and efficiently. The position performs service delivery administrative functions and supports operational systems related to business activities in Divisional areas of responsibility, and in accordance with legislative requirements.

Duties will include but are not limited to:

• Coordinate activities for preparation of briefing books/briefing notes as it pertains to Director’s role and Division’s mandate;
• Prepare correspondence, reports, memoranda, letters and other documentation, on a variety of subjects including confidential topics, and derived from a variety of sources including handwritten notes, prepared copy and e-mail, for the Director and Divisional Managers;
• Assist the Director and Divisional Managers with personal time management by scheduling meetings and appointments, coordinating meetings and/or travel arrangements, and preparation of travel claims;
• Process Provincial Attestation Letters (PALs) for prospective international students applying for study permits to attend post-secondary institutions in Prince Edward Island, per the guidelines set forth by Immigration, Refugees and Citizenship Canada (IRCC);
• Prepare, assemble, and distribute agenda materials; attends meetings, takes minutes as required; follows-up on actions taken and notifies appropriate parties;
• Answer inquiries and provide information about the Canadian Adult Education Credential (CAEC) Testing Program to applicants, Holland College staff, CAEC Learning Centres, Educational institutions and the Provincial Correctional facilities to promote public understanding of the CAEC;
• Review and verify that candidates completing CAEC testing meet eligibility requirements;
• Gather monthly, quarterly and annual CAEC statistics;
• Prepare documentation to ensure appropriate approvals are obtained, and uses systems to ensure tight timeline are met;
• Prepare documentation for Minister/Deputy Minister Offices respecting approvals for Student Financial Aid File to ensure lump sum bursary/grants payments are approved for payment throughout the year;
• Assist with maintenance of annual funding schedule through MPHEC to post-secondary institutions;
• Responsible to enter all approved invoices into Oracle for approval and payment; flags potential issues and time sensitive payments;
• Arrange meetings and provide secretarial services including agenda preparation, minute writing and document assembly, contacting members to attend meetings, prepare and revise letters and respond to general inquires from private training school operators;
• Process invoices and deposit fees for all institutional registrations and instructors authorizations; and
• Liaise with Private Training School operators in terms of processing new applications, registrations and account receivables.

Minimum Qualifications:

• Successful completion of Grade 12;
• Successful completion of a recognized post-secondary program in business/finance, secretarial /office studies or a related program;
• Demonstrated equivalencies will be considered;
• Extensive work related experience;
• Experience producing documents, statistical information with an ability to analyze info/data and demonstrate strong attention to detail;
• Effective writing skills and excellent communication and interpersonal skills;
• Proficiency in Microsoft Office Suite and other related computer software including Oracle;
• Flexibility to tackle a broad range of tasks in diverse program areas and ability to work proficiently with a demanding workload; and
• The ability to work within a team environment as well as independently;

Other Qualifications:

• Knowledge of applicable Provincial legislation/ regulations, and Executive Council/Treasury Board policies are 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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