Administrative Assistant (ESIA) (Secretary 2)

About Us

At the Department of Community Services (DCS), we are a large and diverse department providing a broad portfolio of programs and services including Child and Family Wellbeing (CFW), Employment Support Services(ESS), Income Assistance (IA), Homelessness and Supportive Housing, and Disability Support Program (DSP).

Through our services, we advocate and help vulnerable Nova Scotians be independent, self-reliant, and secure. We work collaboratively across the province with a strong dedicated network of supports and staff to achieve desired and shared outcomes for all.

About Our Opportunity

As the Administrative Assistant, you will be an essential member of our Employment Support and Income Assistance (ESIA) team covering a range of administrative duties, ensuring seamless operations and providing vital support/communication within the division.

You will be multi-tasking in your role and providing administrative support to the Income Assistance (IA), Employment Support Services (ESS) and Prevention, Detection & Recovery unit (PDRU) within ESIA. You will ensure administrative functions of the office operate efficiently by planning and coordinating secretarial services and providing staff and the pubic with current and up-to-date information.

If you're creative, have problem solving skills and are enthusiastic about making a meaningful impact, we would like to hear from you!

Primary Accountabilities

In this role, you will provide support to managers, employees, and office visitors by handling a variety of tasks, ensuring all interactions are positive and welcoming. A few of your key responsibilities include:

• Prioritizing and managing incoming mail and emails, responding or redirecting as necessary
• Handling incoming calls and responding to inquiries from the public, agencies, and departments
• Managing electronic calendars, scheduling meetings, and arranging travel accommodations
• Preparing agendas and accurately recording meeting minutes to ensure key decisions are documented
• Maintaining accurate data and supporting managers with preparing statistics and reports
• Maintaining & updating filing, records and retrieval systems, keeping manuals and reference materials current
• Coordinating office supplies, equipment and technology as well as supporting, and troubleshooting with staff as required
• Processing invoices, preparing and submitting vendor payments
• Preparing various confidential correspondence across our various programs

Qualifications and Experience

You have a one (1) year business course and a minimum of three (3) years of secretarial/administrative support experience. An equivalent combination of training and experience will be considered. 

You must demonstrate:

• An ability to work collaboratively in a team-oriented environment, readily stepping in to support managers and colleagues with a proactive approach
• Ability to build and maintain positive working relationships with diverse staff
• Ability to exercise sound judgement around sensitive and confidential issues requiring a high degree of tact and diplomacy
• Excellent organizational, communication (written & verbal) and interpersonal skills with an ability to manage competing priorities
• Ability to juggle multiple responsibilities and work independently (with minimal supervision) in a fast-paced, challenging work environment
• Attention to detail and accuracy while managing tasks effectively, with an eye for continuous process improvements
• Ability to take initiatives and deliver results while managing competing priorities
• Knowledge & experience working with records management processes and filing systems
• Proficiency in Microsoft programs such as Word, PowerPoint, Outlook (email/calendar management), Excel and usage of office equipment and technology (printers, laptops, laptop accessories, monitors, etc.)

You have sensitivity to cultural differences while engaging with diverse staff and clients, ensuring respectful and inclusive experience. 

Following will be the assets for this role:

• Familiarity with a case management system (like ICM/CCM)
• Knowledge/experience using STAR/STOR approach to file management

Please ensure your application demonstrates how you meet the required qualifications and experiences outlined for this position.

We will assess the above qualifications and competencies using one or more of the following tools: written examination, standardized tests/assessments, 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:

• Completion of a 2-year diploma and 2-years related secretarial/administrative support experience
• Completion of a related Bachelor’s degree
• At least 4-years related secretarial/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

Most of your time is spent in a comfortable office setting. 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 local Agencies and Institutions. Your normal work week is 35 hours/week, 7 hours/day.

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.