Government of Nova Scotia Looking for Administrative Assistant (Secretary 2) at Truro, Nova Scotia, Canada

Competition # : 42992

Department: Community Services

Location: TRURO

Type of Employment: Term

Union Status: NSGEU – NSPG

Closing Date: 10-Jun-24 (Applications are accepted until 11:59 PM Atlantic Time)

About Us

At the Department of Community Services (DCS), we are a large and diverse department providing a broad portfolio of programs and services including Child and Family Well-being (CFW), Employment Support (ESS), Income Assistance (IA), Homelessness and Supportive Housing, and Disability Support (DSP).

Through our services, we advocate and help vulnerable Nova Scotians be independent, self-reliant, and secure. We work collaboratively across the province with a strong dedicated network of supports and staff, to achieve desired and shared outcomes for all.

About Our Opportunity

As the Administrative Assistant, you will provide administrative support to the Service Delivery team in the Truro office. You will ensure efficient and effective office procedures are administered in a timely manner. This includes scheduling and supporting interviews, managing contracts for third-party service providers, reception coverage and additional clerical duties as needed. You are an essential member of our team, helping to keep our office operations running smoothly.

Primary Accountabilities

You will act as a resource for the Service Delivery Manager and staff by supporting daily operations and contributing to the development of administrative process improvements. You will also:

• Prioritize and manage incoming mail and emails, responding or redirecting as necessary.
• Handle incoming calls, emails, and reception walk-ins with professionalism.
• Manage electronic calendars, schedule meetings, and arrange travel accommodations.
• Prepare agendas and take accurate minutes to ensure key decisions are recorded.
• Assist with budget coordination, process invoices, and assist with budget coordination, ensuring compliance with procurement procedures.
• Maintain data and prepare statistics and reports.
• Maintain filing and retrieval systems, keeping manuals and reference materials current.

Qualifications And Experience

You have a one (1) year business course and a minimum of three (3) years of secretarial/administrative support experience.

You are a collaborative team player and have demonstrated proficiency in Microsoft Office Suite, case management systems, and demonstrated experience with records management processes and filing/bring forward systems. Experience with STAR/STOR is an asset. Attention to detail and a high level of accuracy in your work is essential. You must use a great deal of judgment when handling telephone inquiries because of confidential matters.

You must demonstrate the ability to work independently in a busy and challenging environment, along with the ability to exercise sound judgment around issues requiring a high degree of tact and diplomacy. Excellent organizational, communication (written and verbal), and interpersonal skills are essential to your success in this role.

You are a self-motivated individual who works well independently and participates fully in a team environment. You possess exceptional organizational skills and the ability to manage competing priorities.

We will assess the above qualifications and competencies using one or more of the following tools: written examination, standardized tests, oral presentations, interview(s), and reference checks.

Equivalency

Skills

We recognize equivalent combinations of training, education, and experience, providing opportunities for individuals with diverse backgrounds to contribute their skills and expertise. Equivalencies include, but are not limited to:

• Completion of a 2-year diploma and 2 years of related experience
• Completion of a related Bachelors degree
• At least 4 years of related experience

Applicants relying on education and experience equivalencies must demonstrate such equivalencies in their application.

Benefits

Based on the employment status and union agreement, the Government of Nova Scotia offers its employees a wide range of benefits such as a Defined Benefit Pension Plan, Health, Dental, Life Insurance, General illness, Short and Long Term Disability, Vacation and Employee and Family Assistance Programs. For information on all our Benefit program offerings, click here: Benefits for government employees.

Working Conditions

Most of your time is spent in a comfortable office setting. You may occasionally be required to move/lift light objects such as office supplies, equipment, and files. You will have daily contact with the public, various Government Departments as well as other local Agencies and Institutions. Your normal work week is 35 hours/week, 7 hours/day.

Additional Information

This is a Term employment opportunity with an anticipated end date of April 24, 2026. The appointment status (‘term’, ‘temporary’ or ‘casual’) is dependent on the start date of the successful candidate.

What We Offer

• Career Development where you have access to career guidance, tools, resources, and ongoing training for every stage of your career.
• Engaging workplace. Our Employees feel valued, respected, connected, and tuned in. We have forward-thinking policies and strategies.
• Countless Career Paths.
• Department Specific Flexible working schedules.

Pay Grade: CL 18

Salary Range: $1,684.00 – $1,884.17 Bi-Weekly

Employment Equity Statement

Our goal is to be a diverse workforce that is representative, at all job levels, of the citizens we serve. The Government of Nova Scotia has an Employment Equity Policy, and we welcome applications from Indigenous People, African Nova Scotians and Other Racially Visible Persons, Persons with Disabilities and Women in occupations or positions where they are under-represented. If you are a member of one of these equity groups, you are encouraged to self-identify on your electronic application.

This Is a Bargaining Unit Position Initially Restricted To Current Civil Service Employees Represented By The Nova Scotia Government Employees Union (NSGEU). If Applying From Outside a Government Office, Employees Must Apply Correctly Via This Link

Failure to apply correctly means that your application will not be given first consideration as a bargaining unit applicant, and will only be included if external applications are pursued.

External applicants and current casual employees will only be considered if there are no qualified civil service bargaining unit candidates. PLEASE NOTE: Candidates will not be considered for an interview if applications are incomplete or are missing information.

Offer of employment is conditional upon the completion of all applicable background checks and confirmation of credentials, the results of which must be satisfactory to the employer. We thank all applicants for the interest, however, only those selected for an interview will be contacted. All questions and concerns may be directed to [email protected].