The Department of Social Development and Seniors 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.

This Administrative Support Worker position provides administrative support to the Child Protection Focused Intervention Team as well as other Child Protection Teams as required. This position requires a high level of skill and competency in management support, administration, scheduling, record keeping, file management, data entry, organization, time management skills, and public relations. A majority of the role is on financial data entry including reviewing and processing payments using, Oracle Payment Processing, ISM Payment Processing, Payroll, P-Card , and Petty Cash.

Duties will include but are not limited to:

• Open and close all client service files, and prepare files for closure;
• Code invoice, ensure appropriate signatures and PHN’s are accurate, enter invoices on ISM for payment, match and reconcile batches before being sent for payment;
• Enter invoices from third party vendors for payment;
• Provide cashier services, take payments for overpayment, issue receipts, and ensure m Monies are forwarded to the appropriate persons for payment;
• Register vendor with ISM help desk for invoices that come in that are not currently on our system;
• Financial authorization to enter adjudications and payments through ISM System;
• Respond to inquiries from Departmental and other staff regarding files, clients, vendors, case workers, billings, and other related documentation;
• Responsible for P-Card purchasing, processing, and reconciling monthy;
• Disburse petty cash payments, code and ensure signatures are on vouchers, reconcile payments and submit to Finance officer for reimbursement;
• Process payments through Oracle Payment Processing System;
• Ensure all payroll forms are submitted, reviewed and entered into Peoplesoft;
• Take minutes in meetings and case conferences that involve highly sensitive consideration, transcribe, and entered into ISM;
• Perform Commissionaire of Oath Duties for Social Workers and Family Service Worker Staff, Supervisors’ and any other requests by the Department;
• Support staff in preparing affidavits of service, attempted affidavits of service, out of province affidavits of service, and files in preparation for court;
• Assist the Child Protection Supervisor, Child Protection Social Workers and Case Aides with time management by scheduling appointments according to priorities;
• Support staff and provide recommendations regarding records management, provide Information to the Team regarding administrative matters;
• Assist in the implementation and organization of orientation for new staff;
• Maintain updated organizational chart for the division and the team; receive, post and revise Provincial Assessment Unit coverage roster, Emergency Duty Roster, communicate changes to appropriate personnel;
• Other duties as required.

Minimum Qualifications:

• Successful completion of Grade 12 and completion of a recognized secretarial/office studies program;
• Considerable related administrative support worker experience;
• Demonstrated equivalencies will be considered
• Knowledge of the Department’s function, priorities and policies, and of staff roles and responsibilities;
• High degree of proficiency English composition, typing, editing and composing correspondence with Microsoft Word and knowledge of spreadsheets;
• Demonstrated ability for minute taking and recording;
• Skilled in organization, time management and interpersonal communication;
• Ability to work in a demanding workload environment with a variety of files being assigned at once with the ability to prioritize a wide variety of tasks;
• Ability to work both independently and as a team player;
• A good previous work and attendance record and an acceptable criminal record check, vulnerable sector check and Child Protection Record Check

This competition may be used to fill future job vacancies.

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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