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Secretary 2 (Administrative Assistant)

 

 

Competition # : 36350 

Department: Justice

Location: HALIFAX

Type of Employment: Permanent

Union Status: NSGEU - NSPG 

Closing Date: 8/19/2022​ (Applications are accepted until 11:59 PM Atlantic Time)

About Us

 

Public Safety and Security Division is committed to supporting the safety and security of Nova Scotians by collaborating with various stakeholders and communities across the country. We provide a range of programs, supports, and services, which are in accordance with provincial and federal legislation. We are committed to ensuring services are accessible and representative of the communities we serve.

The Public Safety and Security Division is comprised of the following Units:

-            Policing Strategies

-            Public Safety Investigations

-            Corporate Security

-            Provincial Firearms Program

-            Security Programs Office

-            Service Dog Program

 

For more information on the Department of Justice Public Safety and Security Division please visit the following link:  https://novascotia.ca/just/public_safety

About Our Opportunity

 

This exciting position offers many opportunities to demonstrate and grow your skillset. As the secretary, you are the primary contact for the units led by the Director of Public Safety and Investigations, as well as the Director of Policing Programs.  In the role, you act as a liaison for staff, other government departments (federal, provincial, territorial, and municipal), as well as external stakeholders, in a highly confidential environment. Most importantly, you help support and manage the tasks assigned to the Directors and triage when appropriate.

This is a busy role where you are responsible for a wide range of administrative duties and you are considered the communication hub of the office, connecting everyone to everything. You are a critical team resource who ensures that administrative functions of the office operate efficiently by planning and coordinating secretarial services and providing staff and the public with current and up-to-date information.

 This position reports to the Director, Public Safety and Investigations

Primary Accountabilities

 

  • Supports the daily operational management of the division by serving as a resource for the Directors. Ensures deadlines are met by multiple employees/providers as outlined in Project, Business, and Education action plans.
     
  • Composes/prepares correspondence on behalf of the division and Director. Assigns priority to Director's mail and e-mail, redirecting and/or answering as appropriate. Identifies urgent items for the attention of the Director or others.
     
  • Develops and prepares professional presentations and reports on behalf of the division. Updates information for the Justice Website, Business Plan, and Accountability Framework. Maintains filing and retrieval systems (including STAR/STOR), keeping manuals and reference materials current.
     
  • Responds promptly to incoming calls and inquiries.
     
  • Contributes to the development of administrative work standards with the office manager; may initiate or improve processes to achieve the standards.
     
  • Manages and coordinates the electronic calendars.
     
  • Coordinates/arranges meetings, assuming responsibility for logistics which requires good planning, negotiation, and organizational skills. Prepares agendas and accurate

minutes/notes, ensuring senior leadership decisions are recorded responsibly and in a timely fashion.

 

  • Responsible for greeting and directing visitors of the division. Handles Divisional financial transactions, orders and receives goods, and processes invoices for payment, ensuring proper procurement procedures are followed. May help coordinate the division's budget and monitor forecast documents.
     
  • Other administrative duties, such as: delivering, opening, and reviewing incoming mail; transcription; advanced use of Word, Excel, and other office programs; and organizing travel and accommodation requests including preparing itineraries, confirming and finalizing transportation and hotel reservations, as well as financial arrangements.
     
  • Trains and mentors new administrative staff when appropriate.

Qualifications and Experience

 

To be successful in the secretary position, you will have a one-year business course and three years of related experience (such as administrative support/secretarial). An equivalent combination of education and experience will be considered.

You are a self-motivated individual who works well independently, and participates fully in a team environment, you value the concepts of equity, diversity, and inclusion to all areas of your work.

You possess excellent grammar, proofreading, editing, and secretarial skills. You 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.

An equivalent combination of training and experience may be considered.

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.

 Assets for this position:

Experience in budget management 

Knowledge of public safety initiatives

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.

 

Working Conditions

 

  • Primarily office related work.
  • Pressure due to 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.

 

This position requires the successful candidate to work on-site.

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.