Administrative Assistant (Secretary 2)

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 Well-being (CFW), Employment Support (ESS), Income Assistance (IA), Homelessness and Supportive Housing, and Disability Support (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 supports and staff, to achieve desired and shared outcomes for all.

About Our Opportunity

Do you have exceptional organizational skills and a passion for seamless office operations? We have the perfect role for you!

As our Administrative Assistant, you play a key role in the smooth functioning of our office, providing both internal staff and the public with timely and accurate information. You are our central communication hub, ensuring effective connectivity across our office. You will undertake a diverse range of administrative tasks with precision and efficiency, including planning and coordinating administrative services to optimize workflow.

Primary Accountabilities

You will provide support to the Regional Service Delivery Manager, employees, and visitors. Your primary responsibilities include:

• Efficiently coordinating electronic calendars, arranging and organizing meetings, including handling travel accommodations
• Preparing agendas and capturing accurate minutes/notes during meetings, along with the preparation of various confidential correspondence spanning our various programs.
• Reviewing, sorting, and distributing incoming mail promptly
• Responding to inquiries from the public, and agencies while ensuring a positive and informative experience.
• Assisting in organizing various aspects of the hiring processes, coordinating staff training and other staff engagement activities.
• Ordering and tracking purchases and inventory, reconciling monthly credit card statements, and overseeing petty cash.

Qualifications and Experience

You will have a one (1) year business administration course plus a minimum of three (3) years of administrative support 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. You're comfortable working autonomously in a fast-paced, challenging work environment and managing tasks effectively. Demonstrating a high degree of tact and diplomacy is second nature to you, especially when dealing with sensitive issues. 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.

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:

• A completed related bachelors degree
• Four (4) years total related experience

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. You may occasionally be required to move/lift light objects such as office supplies, equipment, and files. You will have daily contact with the public, various Government Departments as well as other local Agencies and Institutions.

Your normal work week is 35 hours/week, 7 hours/day.

Additional Information

This is a term opportunity with an anticipated end date of December 31, 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.