Administrative Assistant (Secretary 1)



Competition # : 41051 

Department: Community Services


Type of Employment: Term

Union Status: NSGEU - NSPG 

Closing Date: 01-Dec-23 ​ (Applications are accepted until 11:59 PM Atlantic Time)

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 Disability Support Program (DSP).


Through our services, we advocate and help vulnerable Nova Scotians be independent, self-reliant, and secure. We work collaboratively across the province with a strong dedicated network of support and staff, to achieve desired and shared outcomes for all.

About Our Opportunity


Are you ready to play a pivotal role in our dynamic clerical team?


As a Secretary, you will be at the heart of our department's administrative engine, ensuring seamless operations and providing vital support to our staff.


You'll be the welcoming face at the front desk, assisting visitors and stepping in as a reliable backup for your fellow clerical team members. 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 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 Freedom of Information and Protection of Privacy (FOIPOP) requests by promptly retrieving the necessary information to facilitate requests.
  • Processing incoming and outgoing mail efficiently. 
  • Responding to general inquiries and routing calls to the appropriate contacts.
  • Ensuring discretion when typing a range of documents, including confidential correspondence and reports, and entering client notes into the Integrated Case Management System (ICM).
  • 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 would be a valuable asset.


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.



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.



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 offering and eligibility criteria. 

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 opportunity with an anticipated end date of November 1, 2024. 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.


Pay Grade:  CL 14  

Salary Range:  $1,521.78 - $1,675.62 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