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Notarial and Commissioner of Oaths Administrator (Clerk 4)

 

 

Competition # : 37731 

Department: Justice

Location: HALIFAX

Type of Employment: Permanent

Union Status: NSGEU - NSPG 

Closing Date: 1/31/2023​ (Applications are accepted until 11:59 PM Atlantic Time)

About Us

 

The Department of Justice, Legal Services Division is the law firm for the Province of Nova Scotia. The Office of the Registrar of Regulations is part of the Legal Services Division and is responsible for carrying out the mandate of the Regulations Act: ensuring comprehensive public access to the province's laws by registering, indexing, consolidating and publishing Nova Scotia’s regulations in accordance with statutory deadlines. Responsibility for the government’s official newspaper, the Royal Gazette, also lies with this office. The office plays a key role in supporting the government in carrying out its legislative function through the regulation-making process, including ensuring all draft regulations adhere to plain English legislative drafting standards established by the office. This is a public office and serves citizens directly as a repository and resource for Nova Scotia’s regulations -both current and historical.

 

For more information on the Office of the Registrar of Regulations please visit our website: https://novascotia.ca/just/regulations/

About Our Opportunity

 

We are recruiting for a Notarial and Commissioner of Oath Administrator (Clerk 4) to join our small, specialized team. In this role, you have primary responsibility for the following: preparing documentation and processing applications for Commissioners of Oath and Notaries Public behalf of the Minister of Justice and Attorney General of Nova Scotia, as well as authentication of documents on behalf of the Lieutenant Governor of Nova Scotia. You may also be requested to assist with the publication of the official Provincial regulations filed with the Registrar’s office, the Royal Gazette Part I and II, as well as the consolidated regulations with accompanying legislative histories prepared under the authority of the Registrar. This work must be completed with a high standard of accuracy required for legal texts and in accordance with strict deadlines.

Primary Accountabilities

 

  • Preparing documentation and processing applications for Commissioners of Oath and Notaries Public on behalf of the Minister of Justice and Attorney General of Nova Scotia.
  • Maintaining databases of Commissioners of Oaths and Notaries Public active in Nova Scotia.
  • Processing documents for authentication on behalf of the Lieutenant Governor of Nova Scotia.
  • Serving as the office’s first point of contact, as you communicate information (in person, via phone and e-mail) about the processes and requirements to be appointed a Commissioner of Oath or Notary Public and authentication of documents.  

Other Accountabilities

 

Assisting Registrar of Regulations with:

 

  • Acting as a back-up to the office’s Regulations Publications Officers, including preparing the Royal Gazette Part I, Royal Gazette Part II, registering and consolidating regulations.
  • Proofreading publications against the original text of the law or statutory notice.
  • Maintaining hard copy and electronic registration and legislative indexing systems and databases, including the official Provincial Register.
  • Completing other administrative duties as required for the office and assigned by the Registrar.

Qualifications and Experience


The successful candidate must have:

 

  • Five or more years of related experience or an acceptable equivalent combination of training and experience
  • A high degree of computer proficiency, including word processing (Microsoft Word, WordPerfect), database software (Microsoft Access) and Adobe Acrobat Professional
  • Experience in layout and typesetting for desktop publishing or production of complex structured documents using styles and templates
  • Excellent verbal and written communication skills including proofreading, spelling, and grammar
  • Exceptional attention to detail and strong planning, organizational and problem-solving skills
  • Strong interpersonal skills to explain appointment processes and decisions
  • Ability to work with minimum supervision to meet demanding and sometimes competing deadlines

 

Your knowledge of government would be considered an asset in this role, as would the following:

 

  • Experience with the following: FileNet (document management and workflow), HTML coding, web-based database applications
  • Experience maintaining SharePoint site or wiki knowledge base
  • Legal research skills and a sound working knowledge of legal citation and terminology

 

We will assess the above qualifications 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 Health, Dental, Life Insurance, Pension, General Illness (Short and Long Term), Vacation and Employee and Family Assistance Programs. Click here to learn more about our various benefits offerings and eligibility criteria.

Additional Information

 

This is a permanent opportunity based in Halifax.

 

A word processing/document layout and proofreading test will be administered as part of the selection process.

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.

 

Pay Grade:  CL 22  

Salary Range:  $1,868.53 - $2,066.70 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.