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Administrative Assistant (Secretary 2)

Date: Feb 22, 2021

Location: HALIFAX, NS, CA, B3J 3J9

Company: The Government of Nova Scotia

 

 

Competition # : 29375 

Department: Justice

Location: HALIFAX

Type of Employment: Permanent

Union Status: NSGEU - NSPG 

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

About Us

 

The Public Safety and Security Division is responsible for public safety initiatives in the province, including oversight, governance and advice to police, private security services and firearms license holders, as well as enforcement of community safety processes and security intelligence management services.

 

We provide service based on mutual respect, consultation, and collaboration with Government, our stakeholders, and the diverse communities we serve. We are committed to continuous improvement and to being just and fair in our efforts to reduce crime and its effects. We strive to enhance public confidence in the justice system.

 

For more information on the Department of Justice Public Safety and Security Division please visit the following link: https://novascotia.ca/just/public_safety

 

About Our Opportunity

 

As the Administrative Assistant (Secretary 2), you provide independent administrative support to the Director through the effective management, coordination, and efficient operation of the office. You also serve as the primary contact for the division and act as the liaison for staff, other government departments (federal, provincial, municipal), as well as external stakeholders.

 

Primary Accountabilities

 

  • Supports the daily operational management of the division by serving as a resource for the Senior Leadership Team. Ensures deadlines are met by multiple employees/providers as outlined in Project, Business, and Education action plans.
  • Composes/prepares correspondence on behalf of the division and Director. Assigns priority to Director's mail and e-mail, redirecting and/or answering as appropriate. Identifies urgent items for the attention of the Director or others.
  • Develops and prepares professional presentations and reports on behalf of the division. Updates information for the Justice Website, Business Plan, and Accountability Framework. Maintains filing and retrieval systems (including STAR/STOR), keeping manuals and reference materials current.
  • Responds promptly to incoming calls and inquiries.
  • Contributes to the development of administrative work standards with the office manager; may initiate or improve processes to achieve the standards.
  • Manages and coordinates the electronic calendars.
  • Coordinates/arranges meetings, assuming responsibility for logistics which requires good planning, negotiation, and organizational skills. Prepares agendas and accurate minutes/notes, ensuring senior leadership decisions are recorded responsibly and in a timely fashion.
  • Responsible for greeting and directing visitors of the division. Handles Divisional financial transactions, orders and receives goods, and processes invoices for payment, ensuring proper procurement procedures are followed. May help coordinate the division's budget and monitor forecast documents.
  • Other administrative duties, such as: delivering, opening, and reviewing incoming mail; transcription; advanced use of Word, Excel, and other office programs; and organizing travel and accommodation requests including preparing itineraries, confirming and finalizing transportation and hotel reservations, as well as financial arrangements.
  • Trains and mentors new administrative staff when appropriate.

 

Qualifications and Experience

 

To be successful in this role, you hold a minimum of four years of relevant administrative experience. An equivalent combination of training and experience may be considered. You have effective interpersonal, communication, and team collaboration skills. In addition, you are organized and can set priorities and meet deadlines. You complete your work with autonomy, discretion, tact, and sound judgement. You have a meticulous attention to detail, and you respect the confidential nature of your work. You have strong computer skills and are proficient in Word, Outlook, and Excel.

 

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.

 

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.

 

Additional Information

 

This is a permanent, full-time position based in Halifax, Nova Scotia. A security clearance will be required.

 

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.
  • Mentorship through iNSpire; a new formal, interdepartmental mentorship program that connects employees so they can gain knowledge and experience to support their career development.
  • Countless Career Paths for Nova Scotians.
  • Department Specific Flexible working schedules.

 

 

Pay Grade:  CL 18  

Salary Range:  $1,571.00 - $1,758.00 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.