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Secretary 2, Policy & Information Management

 

 

Competition # : 35386 

Department: Justice

Location: HALIFAX

Type of Employment: Permanent

Union Status: NSGEU - NSPG 

Closing Date: 5/20/2022​ (Applications are accepted until 11:59 PM Atlantic Time)

About Us

 

The Department of Justice’s Policy and Information Management division brings together an inter-related group of department functions dedicated to the creation, coordination, analysis, sharing, accuracy, storage, and business use of information. The division’s support to the department includes: providing department-wide policy analysis and advice; research and analytics; business planning services; Federal/Provincial/Territorial relations; legislative support; managing the department’s records management program (central registry); and supporting the department’s facility and accommodation requirements.

 

For more information on the Department of Justice please visit our website: https://novascotia.ca/just

 

About Our Opportunity

 

As the Secretary 2, Policy & Information Management, you provide a full range of clerical, administrative, and coordination services to support the Directors while maintaining, establishing, and enhancing effective relationships with divisional management and staff within government and outside agencies.

 

Primary Accountabilities

 

As the Secretary, you will:

 

  • prepare routine and non-routine correspondence, memos, reports etc. on behalf of the Director;
  • assess and assign priority to mail and e-mail, redirecting and/or answering as appropriate and identify urgent items for the attention of the Director or others;
  • develop and prepare professional presentations and reports on behalf of the Director and divisional staff;
  • coordinate and control the Director’s electronic calendar and coordinate/arrange meetings and travel & accommodations;
  • prepare agendas, and take accurate minutes/notes, ensuring senior leadership decisions are recorded;
  • support the routine day-to-day operational management of the office of the division by serving as a resource for the Director and staff;
  • contribute to the development of administrative process improvements/standards to meet the division/department standard;
  • provide project tracking for divisional initiatives;
  • maintain filing and retrieval systems in accordance with government standards, keeping manuals and reference materials current;
  • have primary responsibility for the reception duties for the division and respond to and direct incoming calls, emails, and walk-ins and inquiries;
  • assist with coordinating the division’s budget, monitor forecast documents, order and receive goods and process invoices for payment;
  • train, assign work, and mentor new employees or administrative staff when appropriate.

 

Qualifications and Experience

 

To be considered for this opportunity, you hold a one year business course and three years of relevant administrative and clerical experience. An equivalent combination of training and experience may be considered. You also have effective interpersonal, communication, and team collaboration skills. In addition, you are organized and can set priorities and meet deadlines. You complete your work with autonomy, discretion, tact, and sound judgement. You have a meticulous attention to detail, and you respect the confidential nature of your work. You have strong computer skills and are proficient in Word, Outlook, and Excel. The competencies viewed as critical to the success of this position include: analytical thinking, attention to detail, effective interactive communication, intercultural and diversity proficiency, adaptability and flexibility, client orientation, initiative.

 

We will assess the above qualifications and competencies using the following tools: 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.

 

Working Conditions

 

  • Primarily office related work.
  • Mental strain from high volume of sensitive matters, the need for accuracy, and deadlines.

 

Additional Information

 

This competition is to fill a Permanent employment opportunity based in Halifax.

 

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 18  

Salary Range:  $1,579.09 - $1,766.79 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.