Administrative Assistant (Clerk 3)

About Us

Maintaining and building our Provincial infrastructure is no small job.

The Real Estate and Infrastructure Management Branch of the Department of Public Works supports Nova Scotia’s 2,400 buildings and infrastructure assets across a wide range of clients. We maintain and support various government buildings and other built assets, including museums, core buildings and office buildings supporting the work of government, correctional centres, and justice centres.

About Our Opportunity

As the Administrative Clerk, you are the backbone to supporting our department operations. Daily, you support a broad client base and process a wide-range of data and documents; all the while ensuring work is completed accurately, efficiently, and within tight deadlines. The Administrative Clerk prioritizes multiple records and transactional responsibilities, while providing a wide variety of financial, procurement, and administrative functions for the division province-wide.

Primary Accountabilities

You will be responsible for:

• ensuring prompt and accurate payment of land payments, goods and services including, but not limited to, procurement and purchase order facilitation, coding and processing invoices for payment, order numbers, and purchase/cheque requisitions;
• preparing, creating and maintaining accurate and detailed files for the acquisition and disposal of real property;
• assisting with property research and data compilation;
• co-ordination with management and acquisition and disposal staff for the administration of real property projects;
• ensuring timely and professional compilation of various documents such as internal and external communications and filing documents with the registry of deeds;
• assisting in real property transactions; and
• assisting in the preparation and processing of expropriation documentation.

You have the important responsibility for ensuring all records, data and correspondence relevant to the acquisition and/or disposition of land and assets are accurately maintained and in accordance with Departmental standards and guidelines. We operate in a fast-paced environment with strict deadlines, and we need your ability to multitask and deal with changing priorities to keep our team on track.

This position provides you with the opportunity to learn more about the Department through participation in various committees and projects, all impacting the efficiency and growth of our Department. You will also have ample opportunity to work with other government departments such as Justice and Service Nova Scotia and Internal Services.

Qualifications and Experience

You must have four (4) years of related experience in a real estate and/or property administration office. A diploma in Business Administration or Paralegal Services Course would be considered an asset. An equivalent combination of education, training and experience will be considered. You have excellent attention to detail and strong communication skills. You are a flexible team-player with strong customer service skills, and you complete your work with efficiency and accuracy.

Occasionally travel is a component of this position; as such, you must have a valid driver's license and access to a reliable motor vehicle.

As the ideal candidate, you:

• have superior skills with Microsoft Office suite, specifically Excel, Word, and Outlook;
• have experience in accounting, payment processing, procurement, and balancing accounts;
• are familiar with property law and the preparation of legal documents;
• demonstrate knowledge of Property Online and the land registry;
• have experience interpreting right-of-way and survey plans;
• have experience drafting correspondence and briefings;
• have experience with office administration; and
• can lift up to 30lbs (files, boxes, etc).

Though not required, it is considered an asset if you are familiar with STAR/STOR record keeping, Ariba and SAP financial system.

To succeed in this role, you must have the ability to work independently with minimal supervision and participate fully as a collaborative team player. You are accurate in your work and possess well-developed time management and organizational skills to meet established deadlines and priorities.  You must have exceptional interpersonal and communication skills, along with the ability to present information in a clear, concise manner. You consistently maintain a professional and courteous disposition and hold a high standard for client and customer service.

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 relevant training and experience will be considered. Related equivalencies include, but are not limited to:
 

• A completed related bachelors degree
• A completed related diploma and two (2) years of 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 offerings and eligibility criteria.

Working Conditions

• Normal work week is 35 hours/week, 7 hours/day.
• May be required to work overtime on occasion.
• Typically located in a comfortable office environment.
• Will be required to lift up to 30 pounds.
• Much of the time is spent in a comfortable position with frequent opportunity to move about.
• Regularly reads and interprets multiple sources of information, regular requirement to type, read and work on a computer.
• May experience pressure with deadlines and need for accuracy.

Additional Information

This is a Term employment opportunity with anticipated end date of April 30, 2027.  The appointment status Term 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.