Office Agent Class I -P.E.C

Job summary

Provides front-line assistance to staff, students, and the public, and handles administrative tasks including student registration, payments, attendance, exams, and funding processes. Maintains records and filing systems, prepares forms and reports, supports centre operations, and may train or coordinate support staff.

Job details

P.E.C. Director: Christie Brown Hours 12:00pm- 8:00pm Qualifications Hold a Diploma of Vocational Studies in a specialty appropriate for the class of employment, a Secondary School Diploma or an attestation of studies recognized as equivalent by the competent authority, and have one (1) year of pertinent experience AND Have a basic knowledge of office automation Other Requirements Must be able to work evenings Must be able to work as part of a team Must be able to function autonomously with minimal supervision Must be able to multi-task Must be able to communicate with staff, students and the public Must be bilingual Accuracy, attention to detail, strong organizational skills are essential Must be able to summarize data and prepare reports using Excel and other Microsoft Office software Testing of Microsoft Office Required Ability to meet deadlines, particularly during peak periods Ability to adapt and handle system changes Must be able to effectively communicate updates and information to other staff members Ability to maintain and streamline filing system procedures Knowledge of the scheduling and evaluation for Vocational Education an asset Knowledge of JADE-TOSCA, Admission FP, Google suite and Charlemagne would be an asset Nature Of The Work The principal and customary work of an employee in this class of employment consists in performing a variety of administrative duties of a complex nature according to established methods and procedures. Daily Tasks/Dossiers Front line communication with staff, students and the public Provides information of a general nature on the telephone or in person; greets and, if necessary, directs visitors. Takes and transfers telephone calls; receives and forwards messages Track invoices and packing slips for items purchased such as books, consumable materials, repairs, etc. As instructed, the employee carries out tasks such as exam management, mark entry, attendance tracking, supports with exam invigilation, student success tracking Coordinate the registration process for students. This includes entering incoming student’s personal data, receiving payments, and processing information on JADE-TOSCA. Collect pending fee payments, provide receipt and ensure the delivery and compilation of those payments. Follows up with Emploi Quebec regarding student attendance Responsible for the confidentiality of exams and their distribution and return to and from teachers The employee is responsible for completing all tasks related to the funding process for programs The employee may be required to train new class I office agents as well as to coordinate the work of support staff. The employee uses a computer and the necessary software to perform their duties related to word processing, database entry, spreadsheets and in-house programs; carries out research on the Internet; uses e-mail, may be required to help, on occasion, colleagues with the common software and programs used. Completes forms and writes letters for various authorities including ASP and CCQ Supports the administration with meeting set-ups and clean-ups The Centre is closed only for 2 weeks in the summer, which provides additional flexibility for vacation day choices

What you’ll do

Provides front-line assistance to staff, students, and the public, and handles administrative tasks including student registration, payments, attendance, exams, and funding processes. Maintains records and filing systems, prepares forms and reports, supports centre operations, and may train or coordinate support staff.

Requirements

Requires a vocational studies diploma in an appropriate specialty, a secondary school diploma or recognized equivalent, one year of relevant experience, and basic office automation knowledge. Candidates must be bilingual, able to work evenings and independently as part of a team, and demonstrate accuracy, organization, multitasking, adaptability, and proficiency with Microsoft Office; related vocational education systems knowledge is an asset.

Listed skills

• Customer service · Preferred
• Administrative Support · Preferred
• Microsoft Excel · Preferred
• record keeping · Preferred
• Microsoft Office · Preferred
• Data entry · Preferred
• Payment Processing · Preferred
• scheduling · Preferred
• Bilingual communication · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative Support
• Customer Service
• Bilingual Communication
• Microsoft Office
• Excel
• Data Entry
• Database Management
• Scheduling
• Record Keeping
• Invoice Tracking
• Student Registration
• Payment Processing
• Exam Management
• Attendance Tracking
• Report Writing
• Organization and Attention to Detail

Job areas

• Administrative
• Education
• Customer Service & Support

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