Secretary 2 (Disaster Financial Assistance Support Admin)

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 Planning and Preparedness Branch enhances preparedness, reduces vulnerabilities, and ensures a coordinated response to critical incidents and emergencies by:

• Standing up and deploying the Nova Scotia Guard
• Reviewing comprehensive emergency management programs by the province and municipalities and ensuring they are robust
• Conducting thorough risk assessments and advising on mitigation strategies 
• Administering the Disaster Financial Assistance program to ensure recovery takes place as quickly as possible
• Leading strategic policy, including the management of federal and regional agreements and management of legislation, regulations, policies, establishing standards and preparedness initiatives
• Supporting effective risk management and business continuity for the Province, municipalities, and critical infrastructure partners
• Managing the resiliency office

About Our Opportunity

We are hiring an Administrative Support professional for the Disaster Financial Assistance Program (DFA). This role provides essential operational and clerical support to the DFA team, ensuring accurate documentation, organized workflows, and timely processing of disaster assistance claims. Working under limited supervision, you will help maintain and build the functioning of the DFA program by supporting file preparation, tracking and file management systems, developing processes, and ensuring efficient support in a fast-paced environment.

Primary Accountabilities

In this role, your organizational skills and attention to detail will be key to supporting the Director and the division. You will have a diverse and engaging set of responsibilities, including:

• Preparing correspondence and reports related to DFA claims
• Providing project tracking for claims as well as developing efficient filing systems, ensuring information is easily accessible.
• Supporting the day-to-day operational management of the division.
• Contributing to the development and enhancement of administrative processes.
• Assisting with reception duties, including responding to and directing incoming calls, emails, walk-ins, and inquiries and referring to the appropriate resource for action.
• Assisting with coordinating budgets, ordering and receiving goods, processing invoices for payment, handling financial transactions, and ensuring procurement procedures are followed.
• Supporting audit and quality assurance activities by locating documents, preparing audit-ready file bundles, and ensuring version control.
  
  

Qualifications and Experience

You will have a one (1) year business administration course plus a minimum of three (3) years of administrative support experience, or an equivalent combination of training and experience. Experience with disaster assistance programs is desirable.

Assets

• Experience supporting disaster assistance programs, emergency management operations, or public sector recovery initiatives.
• Familiarity with DFA program requirements, documentation standards, or cost-shared federal–provincial funding processes.
• Experience working with financial documentation, payment packages, procurement processes, or invoice tracking in a government environment.
• Knowledge of electronic case management systems, digital filing structures, or SharePoint-based document workflows.
• Experience communicating with municipal partners, applicants, or the public regarding program requirements or documentation needs.
• Prior involvement in quality assurance, file preparation, or audit support for government programs.

You thrive in a team-oriented environment, readily stepping in to support colleagues and displaying a proactive approach. You are proficient in Microsoft programs such as Word, PowerPoint, Outlook, Excel, or equivalent office software. You're comfortable working autonomously in a fast-paced, challenging work environment and managing tasks effectively. Demonstrating a high degree of tact and diplomacy is second nature to you. Meticulous organization is your forte, and your keen eye for detail ensures nothing slips through the cracks. You demonstrate an ability to build and maintain positive working relationships and collaborate effectively.

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

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:

• A completed related bachelors degree
• Four (4) years total 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

This position requires the successful candidate to work on-site in a fast-paced, decision-making environment. 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 agencies.

Your regular work week is 35 hours, with 7-hour days, but the high volume of work may require longer hours and overtime. The role involves significant mental pressure due to the broad scope of responsibilities and multiple spheres of action, necessitating resilience. Additionally, you may be required to work in the Provincial Coordination Centre (PCC) during emergencies, including overtime and being on standby on a rotational basis.

Additional Information

This is a temporary employment opportunity with an anticipated end date of January 8, 2027.  The appointment status (‘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.