Administrative Assistant, Disability Support Program (Secretary 1)

About Us

At the Department of Community Services (DCS), we are a large and diverse department providing a broad portfolio of programs and services including Child and Family Wellbeing (CFW), Employment Support Services (ESS), Income Assistance (IA), Homelessness and Supportive Housing, and the Disability Support Program (DSP).

The Disability Support Program (DSP) is committed to fostering innovative ways to empower individuals with disabilities to pursue their vision of a fulfilling life. We are on a journey to implement international best practices that uphold human rights and choice to enhance the way people engage with their communities. We envision Nova Scotia as a place where people with disabilities can choose the life they want to live, in communities that are welcoming, inclusive, and supportive. A life where individuals can build authentic relationships, explore their interests, and achieve their full potential as valued citizens in their community.

About Our Opportunity

As a Secretary with the Disability Support Program, you will be at the heart of our department's administrative engine, ensuring seamless operations and providing vital support to our team of Managers, Team Leads, and front line staff who are contributing to the Human Rights Remedy, addressing systemic discrimination against persons with disabilities. 

You'll be the welcoming face at the front desk, assisting visitors, fielding general inquiries, and supporting individuals seeking support and appointments with other program areas located in this office. 

If you're enthusiastic about maintaining efficiency and making a positive first impression, we invite you to be a key part of our team.

Primary Accountabilities

This role is diverse, requiring your efficiency, confidentiality, and adaptability in a fast-paced environment. Your contributions will be integral to meeting tight operational deadlines and ensuring the smooth flow of our DSP operations. Key responsibilities of yours include:

• Maintaining and organizing files using the STAR/STOR system, ensuring information retrieval is swift and accurate.
• Document management, including faxing, copying, scanning, and filing.
• Responding to general inquiries and routing calls to the appropriate contacts.
• Processing incoming and outgoing mail efficiently. 
• Ensuring discretion when typing a range of documents, including confidential correspondence and reports.
• Ensuring files and documentation are organized and up-to-date.
• Scheduling meetings and managing calendars to keep operations on track.

Qualifications and Experience

You will have a one (1) year business course plus a minimum of two (2) years of related experience, or an equivalent combination of training and experience. 

You thrive in a team-oriented environment, readily stepping in to support colleagues and displaying a proactive approach. You are proficient in Microsoft programs such as Word, PowerPoint, Outlook, Excel, or equivalent office software. Your ability to navigate these tools efficiently is crucial to your role. You're comfortable working autonomously in a fast-paced, challenging work environment and manage tasks effectively. Demonstrating a high degree of tact and diplomacy is second nature to you, especially when dealing with sensitive issues. The meticulous organization is your forte and your keen eye for detail ensures nothing slips through the cracks. You demonstrate an ability to build and maintain positive working relationships and collaborate effectively.

While not required, familiarity with the Integrated Case Management (ICM) system, experience partnering with a variety of community partners, and knowledge of disability rights, or community engagement.

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

We recognize equivalent combinations of training, education, and experience, providing opportunities for individuals with diverse backgrounds to contribute their skills and expertise. Equivalencies include, but are not limited to: 

• Three (3) years of related experience
• A related two (2) year diploma and one (1) year of experience
• A related bachelor's degree

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.

Working Conditions

Most of your time is spent in a comfortable office setting. Occasionally you may need to move or lift objects such as boxes or files. You will have daily contact with the public, various Government Departments as well as other local Agencies.

Your normal work week is 35 hours/week, 7 hours/day.  You may need to work flexible and adjusted work hours, as required.

Additional Information

This is a TERM employment opportunity with an anticipated end date of August 30, 2025. The appointment status (‘term’, ‘temporary’ or ‘casual’) is dependent on the start date of the successful candidate. 

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.