Government of Nova Scotia Looking for Administrative Assistant, Engagement, Equity and Belonging (Clerk 3) at Halifax, Nova Scotia, Canada

Competition # : 42991

Department: Labour, Skills and Immigration

Location: HALIFAX

Type of Employment: Permanent

Union Status: NSGEU – NSPG

Closing Date: 05-Jun-24 (Applications are accepted until 11:59 PM Atlantic Time)

About Us

The Department of Labour, Skills and Immigration (LSI) works to provide fairness, safety, and prosperity for all Nova Scotians by helping them live, learn, and work to their highest potential. We have a team of more than 500 people working from offices throughout Nova Scotia, who together are responsible for workplace and public safety, pensions, apprenticeship, adult education, and many other facets of everyday life along with leading the effort to help Nova Scotia increase the number of immigrants and newcomers to the province and works with partners, stakeholders, and businesses to identify labour need.

The Engagement, Equity and Belonging Branch supports our people and the health of our organization in five different areas: Communications and Outreach, Learning and Development, Workforce Diversification, Accessible and Inclusive Workplace Environments, and Monitoring and Evaluation.

We are an energetic team with a positive attitude and determination to make a difference by applying an equity and inclusion lens and ensuring all training, development, engagement, and communications are reflective of the diversity of the department, our partners, and Nova Scotians.

If you are interested in making a difference in the area of employee engagement, equity, and inclusion and wish to join a strong team environment who strive to achieve success, we want to hear from you.

About Our Opportunity

As the Administrative Assistant, you are a key member of the team and are responsible for a wide range of administrative duties. You are considered the communication hub of the office, connecting everyone to everything. You ensure that administrative functions of the office operate efficiently and effectively.

If you are a people’s person, with the readiness to take on new challenges and oversee multiple tasks with excellent communication skills and an upbeat professional work ethic, this is your next career opportunity.

Primary Accountabilities

You will provide support to the Executive Director, as well as the directors, managers, employees, and office visitors by handling a variety of tasks; all the while ensuring that all interactions are positive and welcoming. A few of your key responsibilities include:

• Assisting with coordinating the division’s budget, monitors forecast documents. Handling divisional financial transactions orders and received good and supplies and ensuring proper procurement procedures are followed as well as managing and tracking vendor payments;
• Preparing various correspondence, maintaining, updating and tracking changes to branch-wide documents and resources;
• Assisting with regular SharePoint (intranet) maintenance and survey administration;
• Organizing on site/off site meetings including preparing meeting materials, organizing of meeting space, preparing mail outs, and other administrative supports as required;
• Coordinating electronic calendars, arranging meetings and travel accommodations;
• Preparing agendas and taking accurate minutes/notes;
• Maintaining paper files and electronic files including filing of documents, shared drive management, bring forward systems, data entry and the use of STAR/STOR classification system;
• Reviewing, sorting, and distributing mail;
• Responding to inquiries from staff, the public, agencies, and departments.

Qualifications And Experience

You have High School and a minimum of four (4) years of secretarial/administrative support experience. An equivalent combination of training and experience may be acceptable.

You are a collaborative team player and have proficient skills in the use of a variety of Microsoft programs such as Word, Excel, PowerPoint, Outlook or equivalent. Attention to detail and a high level of accuracy in your work is essential. You are a multi-tasker and a self-starter who is motivated, results driven and comfortable managing competing deadlines. You bring integrity to your work and can work with minimal supervision.

You demonstrate the ability to work in a quickly changing environment and have the knowledge and skills 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.

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

An equivalent combination of training, education and experience will be considered. This would include, but not limited to:

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

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].