Administrative Assistant - EMO 911 Division (Secretary 2)

About Us

The Department of Municipal Affairs and Housing (DMAH) promotes responsible local government and safe, sustainable, inclusive communities. Through working with municipalities, community housing providers, and the development community, DMAH contributes to strong and diverse economics, high quality of life, and affordable, adequate, and suitable housing for all.

The mandate of DMAH is implemented through the following divisions/offices:

• Municipal Services
• Housing
• Emergency Management Office

We are also responsible for the new Nova Scotia Provincial Housing Agency, which operates over 11,000 public housing units across the province.

About Our Opportunity

Are you an expert when it comes to multi-tasking and maximizing office efficiencies? Do you have an upbeat professional work ethic and experience providing administrative support? 

We’re hiring an Administrative Assistant supporting the Director of Provincial 911 at EMO-911 Division

As the Administrative Assistance, you are an important and essential. Your expertise contributes to the smooth flow of information and positive work environment. You will work as part of an integrated team to provide administrative assistance and support.

Primary Accountabilities

Daily, you will use your exceptional organizational skills to support the Director. You are a key point of contact and work closely across Departments, public and first response agencies. With your expertise, you ensure efficient operations and effective office management including:
 
•    Preparing and composing confidential correspondence, reports, and presentations
•    Maintaining accurate records, statistics, as well as confidential/ classified correspondence 
•    Routing and prioritizing all incoming mail, inquiries, and correspondence,
•    Coordinating and managing schedules, and arranging meetings
•    Verifying and processing financial invoices
•    Provide administrative support to E911 Cost Recovery Committee
•    Participating in emergency/ disaster exercises and training
•    And ensuring constant innovation and administrative process improvements
•    Understanding of legislation and regulations pertaining to Emergency 911 Act 
 
You will maintain up-to-date knowledge of government practices and policies to deal with and ensure efficiencies related to office enquiries, correspondence, and requests.

Qualifications and Experience

You have completed a one-year business or paralegal services course and have a minimum three (3) years of experience supporting administration and coordination. Proficiency with MS Office Suite (or equivalent) is required.
 
Your ability to prioritize multiple priorities under tight deadlines is essential to your success in this role.  Furthermore, you demonstrate:
•    strong teamwork and collaboration skills
•    familiarity with records management systems and practices
•    ability to process financial information
•    excellent communication skills (verbal & written)
•    a high degree of professionalism, tact, diplomacy and consistently exercise discretion and confidentiality in managing correspondence and information
•    ability to problem solve and make quick, sound recommendations during emergency/disaster operations
 
Exceptional attention to detail is critical in this role with a particular focus on proofreading, punctuation, and grammar skills. You must have the ability to function in stressful situations which could affect the safety and security of Nova Scotians. 

Assets include familiarity with Emergency Management Software, knowledge of STAR/STOR, procurement processes, and a general working knowledge of services offered by the Department and other community agencies.
  
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. Equivalencies may include but are not limited to:

• Completion of a 2-year diploma and 2-years related experience
• Completion of a related Bachelors degree
• At least 4-years 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 Health, Dental, Life Insurance, Pension, General Illness (Short and Long Term), Vacation and Employee and Family Assistance Programs. Click here to learn more about our various benefits offering and eligibility criteria.

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 Joint Emergency Operations Centre (JEOC). 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 JEOC which could pose potential risks, especially leaving from a high-stress atmosphere.

Additional Information

This position requires a Federal Security clearance to the level of "Secret" and is required to take appropriate training related to supporting an Emergency Operations Centre during times of emergencies.

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