Correspondence Coordinator

About Us

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

About Our Opportunity

Under the general direction of the Senior Executive Administrative Coordinator to the Minister, the Correspondence Coordinator is accountable for managing the quality and accountability of Executive Correspondence for the Department of Communities, Culture, Tourism and Heritage (CCTH); African Nova Scotian Affairs (ANSA); Acadian Affairs and Francophone (OAAF) and Gaelic Affairs (GA). This position requires flexibility in terms of managing workload, judgment in prioritizing work, and discretion when dealing with sensitive and confidential issues.

The Department of Communities, Culture, Tourism and Heritage processes a large volume of correspondence. The incumbent will be required to ensure all correspondence is responded to in a timely manner, accurately, and reflects the messaging and priorities of the Department and the priorities of Government.

Primary Accountabilities

Efficiently manages the electronic and paper correspondence process (incoming and outgoing) for the Minister(s), Deputy Minister and Associate Deputy Minister. Monitors and manages inquiries received through multiple e-mail accounts, including correspondence assigned to the Minister(s) from the Premier’s Office, by initiating, assessing, logging, prioritizing, and establishing deadlines to appropriate subject matter experts to ensure a timely response to stakeholders, the public and other levels of government. Responsible for reviewing and editing draft responses to ensure all documents are of professional quality by paying close attention to grammar, sentence structure, accuracy, consistent messaging and appropriate formatting.

The Correspondence Coordinator is responsible for initiating draft correspondence, when appropriate, for the Minister, Deputy Minister, Associate Deputy Minister and Premier following consultation with senior management. When reviewing draft responses confidentiality and professionalism are critical, the incumbent works closely with senior staff at the Department of Communities, Culture, Tourism and Heritage as well as the Associate Deputy Minister, Deputy Minister and Minister(s).

The Correspondence Coordinator ensures that the responses reflect the departments policies, procedures and guidelines as well as the priorities of CCTH and the provincial government. The Coordinator has effective communication and writing skills, good interpersonal and relationship building skills, as well as a strong understanding and policies and priorities of the department. The incumbent is responsible for ensuring all correspondence is of professional quality by reviewing for accuracy, required content, consistent messaging, appropriate format, and correct spelling, grammar and sentence structure.

Maintains a correspondence tracking system and setting and monitoring CCTH correspondence response service standards. The effectiveness of this system directly impacts the administrative processes for the Minister(s), Deputy Minister, Associate Deputy Minister as well as the Department of Communities, Culture, Tourism and Heritage. The tracking system prioritizes correspondence, tracks correspondence status, establishes, and monitors deadlines based on service standards. The Correspondence Coordinator ensures responses are within scheduled timelines and addresses outstanding items that do not meet deadlines.

Ensures that the correspondence tracking system is achieving desired outcomes by evaluating and monitoring the system on a regular basis and researching, developing and implementing new or revised processes and best practices as required. Ensures that potential areas of concern are identified through the tracking and correspondence monitoring processes, reviews to determine possible trends. In consultation with the Senior Executive Administrative Coordinator to the Minister implements approved changes and upgrades as required.

Ensures that Department of Communities, Culture, Tourism and Heritage correspondence files (electronic and paper) are complete, up to date and readily accessible by supervising the accurate classification of records using the STAR/STOR system. Oversees the security of correspondence, both paper files and electronic information, for CCTH. Files will include confidential material including submissions to Executive Council and briefing material for the Minister and Deputy Minister.

Qualifications and Experience

This may be the right opportunity for you if you have successfully completed an office administrative program with three (3) years of secretarial/administrative support experience or an equivalent combination of training and experience may be acceptable.
 

You are a collaborative team player and have proficient skills in the use of a variety of Microsoft programs such as Word, Excel, PowerPoint, Outlook, Teams and SharePoint. You must be proficient in the use of office equipment and technology (printer, laptops, mobile devices, laptop accessories, monitors, etc.) Attention to detail and a high level of accuracy in your work is essential.
 

You have excellent data entry, proofreading and grammatical skills.  You are conscientious about and accurate with your work and have well developed prioritization, time management and organizational skills to effectively manage competing priorities in a busy environment.
 

You exercise sound judgement around issues requiring a high degree of tact, confidentiality and diplomacy.  You demonstrate a strong understanding of, and commitment to, equity, diversity and inclusion.

You are a flexible and adaptable team player with strong verbal and written communication skills and excellent problem-solving skills and are solutions oriented.
 

Knowledge of government policies and procedures will be considered an asset. 
 

We will assess the above qualifications and competencies using one or more of the following tools:  written examination, oral presentation, 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, 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

• Most of your time is spent in a comfortable office setting.
• You may occasionally be required to move/lift light objects such as office supplies, equipment, files, and file boxes.
• You will have daily contact with departmental staff, the public, various Government Departments including the Premier’s Office as well as other local Agencies and Institutions.

Additional Information

This is a Term employment opportunity with anticipated end date of  January 6, 2027.  The appointment status Term 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