Administrative Support (Clerk 2)

About Us

The Department of Communities, Culture, Tourism and Heritage. This department supports communities across the province to be welcoming, inclusive, and accessible, providing a great quality of life for Nova Scotians.  We value the collective diversity of our natural and cultural heritage and our people and believe in the transformative nature of culture to help create healthy, active, growing communities.

By exploring our past, we appreciate where we came from. This enriches our lives today and gives us insight for times ahead. Through investing in our future, we help realize the potential of our people and talents. We foster an environment that embraces ideas and innovation. Jobs are generated and our creative economy flourishes. Encouraging cultural expression brings life to our communities. We each contribute to the province we call home through distinct perspectives and traditions. Together, our diversity defines the uniqueness of Nova Scotia.

The Nova Scotia Museum, part of CCTH, has 28 incredible sites that offer unique opportunities for creativity and connecting with others. If you are positive, flexible and ready to learn new things, then come join a team of likeminded people

About Our Opportunity

The Administrative Support Clerk is responsible for assisting in the maintenance and control of operational files relating to NSM Rural Sites (25 of the 28 NSM sites), following the STAR/STOR system for government records. 

As our Administrative Support Clerk, your responsibilities will include creating and updating files, keying data spreadsheets (i.e. visitation statistics), coding invoices. In this role, you may experience frequent interruptions and will be responsible for a high volume of work, including multiple demands and priorities. 

This position will support gathering, organizing, and formatting existing documents for the NSM Operations Manual for Locally Managed sites. You will also assist in the technical setup and organization of a SharePoint site to provide easy access to these documents.

This position is accountable for the effective operation of the Nova Scotia Museum. 

Primary Accountabilities

• Assists with general administrative duties and provides occasional relief for Administrative Clerks within the NSM.
• Provides clerical and organizational support to ensure operational documents remain current, consistent, and professionally presented.
• Creates and updates operational files, following the STAR/STOR system for government records.
• Keys data into spreadsheets (i.e. visitation statistics) and codes invoices for processing.
• Gathers, organizes, and formats existing documents for the NSM Operations Manual for Locally Managed Sites.
• Assists in the technical setup and organization of a SharePoint site to ensure Operations Manual documents are structured, accessible, and easy to navigate.
• Liaise with NSM staff and rural sites to exchange information and/or clarify facts to ensure timely services.

Qualifications and Experience

To be considered for this opportunity, you have three years of relevant experience with an emphasis on office administration, records management, and data entry; an equivalent combination of training and experience may be acceptable.

You have proficient keyboarding skills and a sound knowledge of general office procedures and computer programs, including Adobe, MS Office, MS Word, Excel, and Outlook.  Experience with SharePoint will be an asset.

This position requires great attention to detail and time management skills. Completeness, accessibility, and integrity of data is crucial to support NSM rural sites. Judgement and professionalism regarding records management is essential to safeguard security and confidentiality of government information.

You are self-motivated, can work with minimal supervision and maintain the highest level of confidentiality. You exercise tact and diplomacy and have good organizational and communication skills.

The successful candidate will be trained in Nova Scotia Museum, government and departmental policies and procedures.
 
Previous museum work experience and French-language skills are considered assets.

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

This position is based out of the Museum of Natural History, 2nd and 3rd floors.  Minimal travel to rural sites may be required.

Located in an office environment with considerable periods of time sitting at desk interspersed with movement to and from printers, file storage areas or to deposit/retrieve mail.

Must balance multiple priorities, the demand for accuracy and attention to detail in the preparation of documents requires acute concentration and may increase physical and mental stress. Frequent interruptions and requests for information while meeting daily operational needs requires flexibility, patience, teamwork, and good communication skills

Additional Information

This is a Temporary employment opportunity with an anticipated end date of March 31, 2026. The appointment status Temporary 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
• Department specific flexible working schedules