Administrative Assistant (Secretary 3) - Designated

Designation Status

This opportunity is designated to applicants that identify as African/Black Nova Scotian and other Racialized Persons.

See the Nova Scotia Government’s Employment Equity Policy for more information, including additional details on the designated groups.

About Us

African Nova Scotian Affairs works with government, communities and partners to help provide services and programs for the African Nova Scotian community. We work within the community to keep African Nova Scotians informed and to encourage involvement. We also support activities that bring African Nova Scotians together to network, share ideas and identify opportunities for development and growth.

African Nova Scotian Affairs is a division of the Department of Communities, Culture, Tourism and Heritage.

The Land Titles Initiative is a program created to address the historical wrong whereby African Nova Scotian settlers were not granted clear legal documentation of land ownership, resulting in economic disadvantage for the African Nova Scotians who have descended from those settlers.  The LTI resolves land title issues within the historic African Nova Scotian communities of East Preston, North Preston, Cherry Brook/Lake Loon, Lincolnville and Sunnyville in an accessible manner that respects their cultural traditions and practices. 

We are an energetic team with a positive attitude and determination to make a difference by helping African Nova Scotians gain clear title to land passed down by their ancestors. 

About Our Opportunity

You are responsible for providing a broad range of secretarial/administrative functions in a fast-paced environment to the Land Titles Initiative.

This position reports to the Executive Director responsible for the Land Titles Initiative.

Primary Accountabilities

Some of your key responsibilities will include:

• Answering the main phone line; preparing correspondence; copying/scanning documents; managing a file database
• Managing financial estimates and spreadsheets
• Paying approximately 20-25 invoices per month
• Overseeing daily financial and procurement services, including purchase orders and ministerial approvals
• Supporting the administration of client files including LTI intake and Land Titles Clarification Act applications
• Liaising between staff, lawyers, surveyors and stakeholders
• Coordinating/arranging meetings; preparations including agendas, minutes/notes.
• Leading records management 
• Main contact for the coordination of mediation and Commissioner services

We are highly collaborative and, as part of the team, you will provide support and assistance to Land Titles Initiative staff, ensuring the efficient operation of the program.

Qualifications and Experience

As the successful candidate you will have completed a one-year secretarial/business administration course accompanied by four years of related experience. An equivalent combination of training and experience may be considered.

You will be proficient in typing, word processing and other standard computer applications, such as Microsoft Word, Excel, Outlook, and internet use.  You will demonstrate the ability to multi-task, prioritize your work and you will be skilled with managing electronic filing systems.  As the Secretary 3 you will be organized and adaptable in a face paced environment, be a strong team player, have good interpersonal skills, be sensitive to the needs of clients and display tact, sound judgement, and able to exercise discretion and confidentiality.  Effective verbal and written communication skills, strong organizational skills, and the ability to work independently are essential in this role.

You will have a deep understanding of, and connection to, the African Nova Scotian community, its historical significance, and its current land clarification challenges. 

The following would be viewed as assets:

• Experience working in a law firm or legal setting managing a large number of files
• Experience using case management software
• Experience working with the African Nova Scotian communities

Equivalency

Include, but not limited to:

• Five years of 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 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

• May be required to work overtime on occasion.
• Normal work week is 35 hours/week/M-F, 7 hours a day
• Required to move/lift objects such as office supplies, boxes, equipment, and files.
• Typically located in a comfortable office environment.
• 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.
• There is a high demand for accuracy and attention to detail while working in a complex service area

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.