Secretary 3 (Administrative Assistant)

About Us

Nova Scotia is rich in natural resources - including biodiversity, forests, geological resources, provincial parks, and the land we manage. The Department of Natural Resources and Renewables is responsible for the development, management, conservation, regulation and protection of energy, forests, geoscience, mines, minerals, parks and wildlife resources, and the administration of the Province’s Crown land. Together we are working with Nova Scotians to build a better future through sustainable natural resource management as we all benefit from the natural health and wealth of the province.

About Our Opportunity

As the Administrative Assistant to the Executive Director, Regional Services Branch, you provide a broad range of senior level administrative support. In this position, you deliver exceptional customer service while handling multiple files and managing time sensitive matters. 

Primary Accountabilities

• manage the schedule of, and prepare correspondence and documentation for, the Executive Director
• manage all related ministerial correspondence, including coordinating these correspondences for the branch, making edits, etc. 
• respond to inquiries, as you prioritize incoming requests for action, and refer to others where appropriate
• communicate the Executive Director’s instructions to, and working with, Branch Directors or other personnel to obtain information in a timely manner
• monitor for compliance with deadlines and efficient reporting. Implementing a system to record and track incoming/outgoing office correspondence is another key responsibility
• develop and maintain an efficient liaison with department staff, especially within the Branch/Divisions/Regions, Deputy Minister and Minister’s offices
• provide quality support and information on Branch programs and services. 
• may be called upon to provide back-up to the Deputy Minister’s Executive Secretary, for vacation leave, upon request.

Qualifications and Experience

To be successful in this position, you possess a one-year business course and several years of administrative or clerical experience. An equivalent combination of training and experience may be considered.

You have exceptional organizational and interpersonal skills to work with numerous staff as well as internal and external clients.  In addition, you must be adaptable and have the ability to prioritize to meet deadlines. You also possess strong initiative, good judgment, and leadership skills and you have the ability to work well independently with minimum supervision, while contributing effectively to an efficient team environment.  

Strong communication skills, both written and verbal, are mandatory to enable quality preparation of ministerial correspondence, documentation, and responses to inquiries. Proficiency in typing and proof-reading is essential, as is a comprehensive and demonstratable knowledge of computer applications such as MS Office (Outlook, Word, PowerPoint, and Excel), and filing/retrieval systems. The ability to interpret and create key essential messages during meetings is important for efficient team follow-up. You interact with clients and stakeholders with tact, discretion, and respect awhile maintaining a high level of confidentiality, ensuring accuracy, timeliness and appropriate management of information. Maintaining current knowledge of available resources to provide quality information and support on Branch programs and services is also essential.

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. 

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.
• A dynamic, client-focused office environment where service excellence and teamwork are our focus.

Salary Information

EC 05 -  

$1,979.42 - $2,474.28