Bilingual Administrative Assistant

Job Description:

The Department of Fisheries, Rural Development and Tourism 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.

The purpose of this position is to provide administrative, financial, curatorial, and program support services for the operations of the Acadian Museum and Acadian Research Centre. This position contributes to the effective management of an organization dedication to the conservation and promotion of Island Acadian heritage.

Duties include:

• Editing and typing correspondence and reports, transcribes from handwritten notes;
• Maintaining inventory of office supplies;
• Processing and distributing incoming and outgoing mail;
• Act as liaison for inquiries and direct to the appropriate employee;
• Answering incoming telephone inquiries, relaying messages;
• Preparing meetings for the Acadian Museum and L’Association du Musée acadien de l’Î.-P.-É, including its Annual General Meeting, sending email invites, preparing notes or printouts as required, typing up meeting minutes and distributing accordingly;
• Schedule appointments for the site director;
• Receives revenue and balances accounts;
• Prepares deposits of all revenue including admissions, gift shop sales, and all awarded project grants;
• Processes invoices and manages Accounts Payable transactions;
• Prepares and sends purchase orders;
• Ensures the annual financial report for L’Association du Musée acadien de l’Î.-P.-É is accurately prepared and presented;
• Coordinates the L’Association du Musée acadien de l’Î.-P.-É membership campaign;
• Ensures Acadian Museum and L’Association du Musée acadien de l’Î.-P.-É records are kept up-to-date;
• Maintaining a clean environment in archives and material objects storage rooms;
• Assists with exhibit set-up, including moving items from storage, receiving items from off-site and building exhibits;
• Assisting with publicity, supporting the site director and communications/fundraising coordinator;
• Assisting in designing and preparing labels which accompany each exhibit;
• Assisting with exhibit openings and other special events;
• Ordering and maintaining inventory, including a variety of books and souvenirs;
• Liaison with local artisans to stock the gift shop with local art and crafts;
• Settling final accounts in accordance with PEI Museum and Heritage Foundation Policies and Procedures;
• Maintaining the Shopify account;
• Assist the site director in providing supervision, training and guidance for seasonal and temporary staff; and
• Greeting museum visitors, offering guided tours, and providing information on other local attractions and amenities;

Minimum Qualifications:

• Administrative Diploma or equivalent degree;
• Demonstrated equivalencies will be considered;
• Considerable experience in administration support/financial support services;
• This is a bilingual position. Advanced oral proficiency in English and French is required.
• Excellent written communication skills in English and French.

Other Qualifications / Assets:

• Experience in museum operations is an asset.

Benefits:

• Eligible for paid vacation and sick leave, as per the UPSE Collective Agreement
• Health and dental benefits after 6 months
• Employee assistance program

Open to Public, preference will be given to UPSE Civil Employees as per the UPSE Civil Collective Agreement.

This posting may be used to fill future vacancies.

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.

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