911 Administrative Assistant (Secretary 2)

About Us

The Department of Emergency Management is responsible for leading disaster and emergency planning, preparedness, response and recovery activities on behalf of the Province of Nova Scotia.  The objective of the Department is to ensure that Nova Scotians are safe, prepared and resilient in the face of disasters and emergencies. The Department leads the coordination and co-operation of partners and resources during provincial-level critical incidents, supports municipal and other partners in regional level and local events, administers the province’s 911 service, maintains critical communications infrastructure and supports operations of our regional emergency management centres.  The Department also works to ensure critical government services continue to function during and after critical events. 

The Incident Management and 911 Branch is dedicated to ensuring the safety and resilience of our Province by

• Rapidly coordinating provincial response and critical infrastructure partner resources
• Setting standards in the provincial emergency management program for training and exercising
• Effectively managing incidents to minimize impact and restore normalcy as quickly as possible 
• Ensuring integrated emergency responses through the Provincial Coordination Centre
• Managing and modernizing the emergency 911 system, including the move to Next Generation 911 

About Our Opportunity

As the 911 Administrator, you’ll play a key role in keeping our emergency communication operations running smoothly and efficiently. You’ll oversee the organization and management of office procedures and administrative support services, ensuring accuracy, consistency, and confidentiality across all records and financial documentation.

Your responsibilities will include establishing and maintaining a reliable records management system for correspondence, statistics, and financial information, as well as preparing, coding, and auditing departmental accounts for payment.

In times of emergency, you’ll be a trusted resource, ready to respond with little notice and provide essential updates and coordination with first-response agencies and other public service organizations. Your ability to stay composed under pressure and manage critical information will directly support the safety and effectiveness of our community’s emergency response.

Primary Accountabilities

Each day, you’ll draw on your strong organizational and communication skills to provide high-level administrative support to the Director. Serving as a central point of contact, you’ll collaborate closely with internal departments, public stakeholders, and first response agencies to ensure smooth, efficient operations.

Your responsibilities will include:

• Preparing, editing, and managing confidential correspondence, reports, and presentations
• Maintaining accurate and secure records, statistics, and classified documents
• Prioritizing and routing incoming mail, inquiries, and correspondence
• Coordinating and managing calendars, meetings, and schedules
• Verifying and processing financial invoices and documentation
• Providing administrative support to the E911 Cost Recovery Committee
• Participating in emergency and disaster exercises, including readiness training
• Continuously identifying opportunities to enhance administrative processes and efficiency
• Interpreting and applying legislation and regulations under the Emergency 911 Act

You’ll also stay informed of current government practices and policies to ensure effective handling of office inquiries, correspondence, and operational requests.

Qualifications and Experience

You have completed a one-year program in Business Administration, Paralegal Services, or a related field, and bring a minimum of three (3) years of experience providing administrative and coordination support in a professional setting. Proficiency with the Microsoft Office Suite (or equivalent software) is essential.

You’re highly organized and thrive in environments that require balancing multiple priorities under tight deadlines. You demonstrate:

• Strong teamwork, collaboration, and interpersonal skills
• Familiarity with records management systems and best practices
• The ability to accurately process and verify financial information
• Excellent verbal and written communication skills
• A high degree of professionalism, tact, and discretion in handling confidential or sensitive information
• The ability to problem-solve and make sound decisions under pressure, particularly during emergency or disaster operations.

Exceptional attention to detail is critical for success in this role, especially in proofreading, punctuation, and grammar. You must be able to maintain composure and sound judgment in high-pressure situations that may impact the safety and security of Nova Scotians.

Assets:

• Familiarity with Emergency Management Software
• Knowledge of STAR/STOR and government procurement processes
• General understanding of the Department’s services and those of partner community agencies

Equivalency

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 related bachelor's 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

In an emergency/disaster situation, you are obligated to work overtime and will be called upon to return to work with little or no notice. These situations usually include stressful conditions (physical, emotional, and mental pressure), for unknown periods of time, in the Provincial Coordination Centre. You will also collaborate with first-response agencies, by providing critical frontline information, updates and assistance to the agencies and related Public Service Organizations.

During emergencies, you will be required to be available to report to work 24/7/365 and expected to be the Standby Duty Officer on a rotating basis.

Additional Information

This is a TERM employment opportunity with an anticipated end date of January 29, 2027. 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