Secretary 3 (Designated) - (TERM)

Designation Status

This opportunity is designated to applicants that identify as Indigenous Person, African/Black Nova Scotian and other Racialized Persons.

See the Nova Scotia Government’s Employment Equity Policy for more information, including additional details on the designated groups.

About Us

The Department of Justice is responsible for the administration of justice and for promoting access to justice and the safety and security of Nova Scotians through justice-related programs, services, and initiatives. We are guided by the principles of preventative and restorative justice in fulfilling our mandate. Our efforts to promote safety, security, and access to justice for Nova Scotians span all areas of the Department and include programs and services that assist vulnerable people including Indigenous Nova Scotians, African-Nova Scotians, and Nova Scotians with disabilities.

For more information on the Department of Justice please visit our website.

About Our Opportunity

As the Secretary 3 you will report to the Executive Director, and the Director, Legislation, Policy and Federal/Provinical/Territorial Relations through the effective management, coordination and efficient operation of the office in a highly confidential environment.

You will act as liaison for departmental staff, other departments across government, external stakeholders, and the public. You will develop and prepare professional documents (e.g., presentations, reports), compose and prepare correspondence on behalf of the Executive Director.  You will be responsible for the management of electronic calendars and arranging meetings (assuming responsibility for all logistics, including organizing material required for meetings, agenda preparation/distribution, records accurate minutes/record of decision).

Primary Accountabilities

• Provide routine and non-routine secretarial and office duties for the Executive Director and Director
• Manage and coordinate the day-to-day operations of the office
• Maintain paper and electronic files in accordance with record management requirements
• Researching material, compiling information, and providing reports including the development of briefing books
• Scheduling, recording, and distributing meeting information
• Organizing travel and accommodation requirements and preparing and processing expense claims
• General office duties such as ordering supplies, processing invoices, and photocopying
  
  

Qualifications and Experience

To be successful in this role, you have completed a one-year business or administrative course and have several of years of direct experience, preferably including experience providing senior level administrative duties.  An equivalent combination of training 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 interpersonal skills, grammar, proofreading and secretarial skills with exceptional organizational skills with the ability to manage competing priorities.  Your have excellent communication skills (written and verbal) with an ability to address and manage client inquiries both in person and by phone.

You have direct experience tracking, composing, and editing correspondence and are well versed in maintaining paper and electronic files in accordance with record management principles.  As well you will have experience in calendar management including scheduling and organizing appointments for multiple partners.

You have demonstrated proficiency in Microsoft applications (Word, Excel, Outlook) both hardware and software and experience with accounting, and knowledge of STAR/STOR.

Competencies required at this level of work are: Analytical Thinking, Adaptability and Flexibility, Attention to Detail, Client Orientation, Effective Interactive Communication, Initiative, and Intercultural and Diversity Proficiency.

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, 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

• May be required to work overtime on occasion 
• Most of work is performed in a comfortable office setting
• Light physical activities (sitting, standing, walking, bending, lifting light weight objects, intermittent periods of keyboarding etc.)
• Need to concentrate on a variety of sensory inputs for intermediate durations at a time requiring close attention several times daily
• Period or pressure to meet deadlines, need for accuracy, repetitious work, and or some disruption of personal life because of work, work schedules or need to travel
  
  

Additional Information

This is a Term employment opportunity with an anticipated end date of July 31, 2026. 

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