Role overview

Pay Range: $35.00hr - $40.00hr

Job Overview:

The Intermediate Administrative Assistant performs a variety of administrative and clerical tasks. Duties include providing support to managers and employees, assisting with daily office needs, and managing various administrative activities.

Client Service & Communication:

Serve as primary contact for phone and email inquiries from educators, operators, parents, stakeholders, and the public.
Provide accurate, timely, and respectful responses; assess urgency, manage high call volumes, respond to repetitive questions from callers, and de-escalate difficult situations.
Explain certification requirements, policies, procedures, assessment processes, and upgrading options.

Processing Credential Assessment & Certification:

Assess Canadian and international educational credentials against child care staff certification standards.
Review programs of study and make certification decisions or recommendations in alignment with legislation and policy.
Manage first-level certification appeals; confirm, revise, or escalate decisions as required.
Review and process staff qualification exemptions within assigned authority.

Managing Information Systems & Records:

Accurately enter, maintain, and review client data in information systems.
Open, update, and manage client files; verify documents for completeness and accuracy.
Monitor system data quality and identify issues requiring referral or follow-up.

Administrative & Team Support:

Provide administrative support including file management, scanning, data entry, correspondence, and document processing.
Assist clients and staff with forms, online applications, and document submission.
Support training and development of new assessors and administrative staff; assist with reassessments.

Stakeholder & Program Support:

Liaise with educational institutions, assessment bodies, and other jurisdictions to verify credentials.
Maintain relationships with organizations delivering child care orientation courses.
Contribute to system testing, process improvements, and development of guides, forms, certificates, and communication materials.

Requirements:

High School Diploma or GED.
3+ years of experience proofing and formatting Word documents in a professional work setting.
3+ years of experience with accurate data processing and data entry.
3+ years of relevant experience in a similar administrative role.

Preferred Qualifications:

Relevant post-secondary education in office administration, including degrees, diplomas, or certificates.
3+ years of demonstrated experience collaborating on cross-functional teams to meet critical, time-sensitive deadlines and communicating with diverse audiences.
3+ years of experience reviewing and analyzing document content.
3+ years of experience working in a call center environment responding to inquiries over the phone or by email and tracking detailed notes in a call tracking system.