Program Assistant (Clerk 3)

About Us

The Department of Labour, Skills and Immigration (LSI) works as a trusted partner to grow the population, develop our current and future workforce, and foster inclusive, safe and fair workplaces. This includes welcoming people from across Canada and the world, helping people prepare for job opportunities and build the skills they need, promoting safe work environments and helping employers and employees know their rights and responsibilities. We work together to create a future where everyone has an opportunity to thrive.

Employment Nova Scotia is a Division within the Skills & Learning Branch of the Department of Labour, Skills and Immigration (LSI). Through various programs and services, we help Nova Scotians meet their employment potential; help employers find the employees they need to prosper; and help communities play an active role in developing well-balanced local labour markets.
 

If you are searching for a rewarding career opportunity, we have an exciting opportunity for you to explore as a Program Assistant with Employment Nova Scotia.

About Our Opportunity

As a Program Assistant, you are a key member of a regional team that administers and delivers employment programs on behalf of Employment Nova Scotia (ENS). You will provide front line client service and support for ENS services and programs as well as financial and administrative support activities related to program administration, records and information management and general office administration. Strong time management and organizational skills and attention to detail are critical to be successful in this role.

The Program Assistant reports to the Manager Labour Market Programs Operations and will work under the supervision of regional Team Leaders.

Primary Accountabilities

In your role as Program Assistant, you will handle a variety of tasks. A few key responsibilities include:

• Responding to inquiries from the general office phone/toll-free line and general email box to assist ENS clients and the public with their needs by answering program and related questions as well as by navigating individuals to appropriate persons within the division, the department and to other departments and service providers
• Explaining qualifying conditions to individuals regarding programs and services and coaching them through the administrative processes for submitting applications.
• Providing program administration support through the Labour Market Program Support System (LaMPSS) by inputting and verifying applications and follow up missing information.
• Maintaining paper files and electronic files including filing of documents, data entry and the use of the STAR/STOR classification system.
• Creating, updating, and maintaining the accuracy of spreadsheets/databases and generating statistical reports for ENS management.
• Creating and maintaining office administration systems i.e., computer and equipment inventories, security access/ID cards, processing invoices and items for payment.

Qualifications and Experience

This may be the right opportunity for you if you have four (4) years of administrative support experience.  An equivalent combination of training and experience may be considered.

• Knowledge of and experience with computers and general office software (Microsoft Office – Word, Excel, Teams, PowerPoint, Outlook)
• Good oral and written communication skills
• Experience in general office protocol, practices and/or procedures; correspondence and document management
• Experience in responding to inquiries from internal and/or external clients

Although not required, the following would be considered an asset:        

• Previous experience in finance and/or accounting related to business and/or government operations
• Bilingual (French)

We will assess the above qualifications and competencies using one or more of the following tools: resume/cover letter, Interview(s), reference checks, oral presentations, and written exercises.

Equivalency

Include, but are not limited to:

• a one-year business or office administration course and a minimum of three (3) years of 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.
 

Working Conditions

Normal work week is 35 hours/week, 7 hours/day.

In-office work is performed in an open office with exposure to distractions such as noise, equipment, conversations and people traffic.
 

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