Administrative Assistant (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 and Income Assistance (ESIA), 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

As an Administrative Assistant, you will be at the heart of our department's administrative engine, ensuring seamless operations and providing vital support to our staff. In this role, you will provide administrative support to the supervisors and case workers with the ESIA program along with supporting some social workers with CFW and care coordinators with our DSP program.

You'll be the welcoming face at the front desk, assisting visitors and stepping in as a reliable backup for your fellow administrative team members. While working in the Port Hawkesbury district office, you will also provide support to the Port Hood and Cheticamp sub-offices. As a key member of the team, you will be working closely with the management and administrative staff in the program areas, other government departments and agencies and sometimes, clients who are looking for support within any of the above program areas.

If you're enthusiastic about making a positive first impression, juggling multiple responsibilities and are ready to make a meaningful impact, we would like to hear from you!

Primary Accountabilities

In this role, you will have to provide administrative support within all three programs areas (ESIA, CFW and DSP) in a fast-paced and challenging environment and must demonstrate efficiency, confidentiality, adaptability, and resilience. Your contributions will be integral to meeting tight operational deadlines and ensuring the smooth flow of our operations.

Key responsibilities of your role 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.
• Providing input into administrative process improvement to meet the program/department’s standards.
• Preparing a variety of correspondence, reports, presentations, and spreadsheets to support managers and supervisors.

Qualifications and Experience

To be successful in this role, you will have a one (1) year business course plus a minimum of two (2) years of related experience. An equivalent combination of training and experience will be considered. 

You must demonstrate:

• An ability to work collaboratively in a team-oriented environment, readily stepping in to support managers and colleagues with a proactive approach.  
• Ability to exercise sound judgement around sensitive and confidential issues requiring a high degree of tact and diplomacy.
• Excellent organizational, communication (written & verbal) and interpersonal skills with an ability to manage competing priorities.
• Ability to work independently in a fast-paced, challenging work environment.
• Attention to detail and accuracy while managing tasks effectively, with an eye for continuous process improvements.
• Sensitivity to cultural differences while building working relationships and engaging with diverse staff and clients, ensuring respectful and inclusive experience.
• Proficiency in Microsoft programs such as Word, PowerPoint, Outlook (email/calendar management), Excel, or equivalent office software.

Familiarity with the Integrated Case Management (ICM) system and usage of STAR/STOR approach to file management would be valuable assets for this role.

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.

Please ensure your application demonstrates how you meet the required qualifications and experiences outlined for this position.

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, with the occasional need to move or lift objects such as boxes or files. The successful candidate will be required to work onsite at the Port Hawkesbury district office, with minimal occasional travel to the Port Hood and Cheticamp sub-offices.

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

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.