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Administrative Assistant (Secretary 2)

 

 

Competition # : 32103 

Department: Justice

Location: HALIFAX

Type of Employment: Term

Union Status: NSGEU - NSPG 

Closing Date: 8/3/2021​ (Applications are accepted until 11:59 PM Atlantic Time)

About Us

 

The Court Services Division of the Nova Scotia Department of Justice is dedicated to excellent service and the provision of fair and accessible administration of justice, including court administration and security.

 

The Division provides administrative support to the courts listed: Nova Scotia Court of Appeal, Supreme Court of Nova Scotia (including Family Division), Provincial Court, Family Court, Small Claims Court, Probate Court and Bankruptcy Court. The courts act independently from the government to address individual cases. 

 

For more information on the Department of Justice Court Services please visit our website: https://novascotia.ca/just/Court_Services/

About Our Opportunity

 

Under the broad supervision of the Court Administrator of the Justice Centre, the incumbent acts as an administrative assistant. In that capacity, the incumbent performs organizational, secretarial, clerical and executive assistant duties independently. The Administrative Assistant is guided by policies and procedures developed by the Court Administrator, Division or Department. This person is key to the functioning of the administration of the Justice Centres since he/she relieves the Court Administrator and the Supervisor(s) of many routine duties and provides an organizational framework within which policy can be created and carried out.

Primary Accountabilities

 

  • Review and proof documents and presentations, answering telephone inquiries, maintaining a filing system, maintaining a bring forward system, compiling materials, notices and agendas and statistics for meetings, including the distribution of minutes, maintaining appointment calendars, opening mail and preparing routine replies, maintaining manuals and preparing statistical or factual information
  • Liaise and interact on behalf of the Court Administrator or Supervisor(s) with members of the Department and the judiciary
  • Perform records and file management in accordance with departmental policy, procedure and practice order stationary supplies, uniform and equipment and maintain the stock room for support staff and judges
  • Ensure all purchases upon direction from the Court Administrator are ordered, accounted for and posted to the budget, to ensure that the budget is current and respond to the status of these aspects of the budget
  • Maintains personnel files for staff who report to the Court Administrator or the Supervisor(s)
  • Prepares the absentee report for the Court Administrator and preparing/maintaining a vacation schedule as required
  • Maintains and updates annually the fixed goods inventory for the Justice Centre operation

Qualifications and Experience

 

Successful completion of a one year secretarial/commercial course and three years’ experience, in a legal setting, or an acceptable equivalent. 

 

The successful candidate must have excellent typing, transcribing skills, organizational, administrative, and interpersonal skills.  Must be proficient in Microsoft Suite programs (Word, Excel, PowerPoint, Outlook).  Familiarity with financial transactions and invoicing, accounts payable and working with vendors required.  Must demonstrate an ability to be a self-starter and work under minimum supervision.  Demonstrate experience working in a high demand, high stress environment would be an asset.  The successful candidate must exercise a high degree of independent action. Knowledge of the Justice System is preferred, effective communications and the ability to interact with staff, the legal profession, senior government officials, judiciary, vendors and the general public is required.

 

We will assess the above qualifications using one or more of the following tools: written examination, standardized tests, oral presentations, interview(s), and reference checks.

Equivalency

 

Include, but not limited to:

  • Four years or more of directly related work 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

 

  • Normal work week is 35 hours/week, 7 hours/day
  • May be required to work overtime on occasion

Additional Information

 

This is a TERM employment opportunity with an anticipated end date of January 13, 2023.  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 for Nova Scotians
  • Department specific flexible working schedules

 

Pay Grade:  CL 18  

Salary Range:  $1,579.09 - $1,766.79 Bi-Weekly

 

Employment Equity Statement:

Our goal is to be a diverse workforce that is representative, at all job levels, of the citizens we serve.  The Government of Nova Scotia has an Employment Equity Policy, and we welcome applications from Indigenous People, African Nova Scotians and Other Racially Visible Persons, Persons with Disabilities and Women in occupations or positions where they are under-represented.  If you are a member of one of these equity groups, you are encouraged to self-identify on your electronic application.

 

This is a bargaining unit position initially restricted to current civil service employees represented by the Nova Scotia Government Employees Union (NSGEU). If applying from outside a government office, employees must apply correctly via this link:

 

 

 Failure to apply correctly means that your application will not be given first consideration as a bargaining unit applicant, and will only be included if external applications are pursued. 

 

External applicants and current casual employees will only be considered if there are no qualified civil service bargaining unit candidates. PLEASE NOTE: Candidates will not be considered for an interview if applications are incomplete or are missing information. 

 

Offer of employment is conditional upon the completion of all applicable background checks and confirmation of credentials, the results of which must be satisfactory to the employer. We thank all applicants for the interest, however, only those selected for an interview will be contacted. All questions and concerns may be directed to Competitions@novascotia.ca.