Administrative Clerk (Clerk 3)

About Us

LSI works to provide fairness, safety, and prosperity for all Nova Scotians by helping them live, learn and work to their highest potential. We have a staff of more than 500 employees working from offices throughout Nova Scotia. Together we are responsible for safety, labour standards, apprenticeship, immigration and population growth, and many other facets of everyday life.

About Our Opportunity

As the Administrative Clerk you work under general supervision, perform assignments of intermediate complexity as it relates to depth of analysis, and use independent judgement. You have sound knowledge of procedures, rules, acts, and regulations that pertain to the department.  The Administrative Clerk performs various reception, administrative and clerical tasks associated with the day-to-day functions of the Branch. This position reports to the Manager, Policy and Planning.

Primary Accountabilities

• Receives and assists walk-in program applicants with inquiries. 

• Provides general inquiry support to phone callers.  

• Receives meeting visitors and coordinates service provider/other visitors. 

• Manages supply purchasing for four divisions of the Branch. 

• Provides support to four IPG Directors and, as needed, provides backfill administrative support for the IPG Senior Executive Director. These supports include: 
• • Scheduling meetings and maintaining the calendars.
  • Supporting HR processes.
  • Booking travel and accommodations for Directors.
  • Analyzing budget expenditures and compiling reports on budgets.

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• Prepares reports from statistical and financial information to ensure management receives appropriate information in an accurate and timely manner.

• Receives, classifies, reconciles, consolidates, and/or summarizes documents and information.

• Maintains filing system of original source documents for audit and other legal or organizational requirements.

• Deals with internal clients or external sources to resolve non-routine queries and problems.

• Prepares letters, memoranda and reports for approval, while following up on pending issues. This includes providing backfill support, as needed, for the Branch’s correspondence process.  

• Coordinates daily work schedules for their role, the correspondence role, and other staff as needed, to ensure reception desk coverage during open hours. 

• Coordinates with support services and assigns short-term tasks to others when necessary. 

Qualifications and Experience

As the ideal candidate, you possess at least grade 11 plus 4 years of related experience. An equivalent combination of training and experience may be acceptable. You are a self-motivated individual who works well independently and participants fully in a team environment, you value the concepts of equity, diversity, and inclusion to all areas of work.  This allows you to build productive relationships with non-governmental and governmental members (both internally and externally) in an effective and professional manner.

You are proficient using Microsoft Office programs (Word, Excel, Outlook, Power-Point), have strong interpersonal, and communication skills (written and verbal). You also have excellent keyboarding skills with a high degree of accuracy.

The following are considered assets for this role: 
 

• Completion of a business or commercial course
• Conflict resolution and/or customer service experience
• Knowledge of Nova Scotia immigration programs and/or the entire Canadian immigration experience.
  
  

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

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

• 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 December 1, 2026. 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.
• A Dynamic, client-focused office environment where service excellence and teamwork are our focus.