Administrative Assistant (Secretary 3) - Jobs in Halifax region

Job Description

Competition # : 42233 Department: JusticeLocation: HALIFAXType of Employment: PermanentUnion Status: Exclusion - Non Union - NSPG Closing Date: 25-Mar-24(Applications are accepted until 11:59 PM Atlantic Time)About UsAt the Department of Justice (DOJ), we are responsible for administering the province’s justice system. We support people’s rights, safety and access to justice through the department’s programs and services. We also provide legal services to government and its departments and agencies.We oversee policing and public safety, manage the court system and correctional services. We also provide victim services to the victims of crimes, enforce court-ordered and spousal support payments and manage the Nova Scotia Medical Examiner service.Our work impacts lives and you can be part of that work.About Our OpportunityAre you an expert when it comes to multitasking and maximizing efficiencies Do you have an upbeat professional work ethic and experience providing executive-level supportDOJ is hiring for an Administrative Assistant, reporting to the Senior Executive Advisor to the Deputy Minister. This role will also support the Senior Advisor, Diversity and Inclusion. As our Administrative Assistant, you are an essential resource in the division’s senior management team. Your expertise contributes to the smooth flow of information and a positive work environment. You will work as part of an integrated administration team to provide senior executive-level administrative assistance and support.Primary AccountabilitiesDaily, you will use your exceptional organizational skills to support the Director and will include support to the Office of Strategic Initiatives. You are a key point of contact and work closely across Departments, the public and key stakeholders. With your expertise, you ensure efficient operations and effective office management including:•Preparing and composing confidential correspondence, reports, and numerous tracking documents•Routing and prioritizing all incoming mail, inquiries, and correspondence,•Coordinating and managing schedules and calendars as well as travel and accommodations as required,•Arranging and coordinating meetings and events,•Supporting projects and collection of data as required,•And ensuring constant innovation and administrative process improvementsIn addition to the above, you will work to ensure efficient workflow is achieved by managing numerous operational processes as well as coordinating work with other executive assistants. You will maintain up-to-date knowledge of government practices and policies to deal with and ensure efficiencies related to office inquiries, correspondence, and requests at the senior administrative level.Qualifications and ExperienceYou have completed a one-year business course and have a minimum of four (4) years of experience supporting managers or supervisors with administration and coordination. Proficiency with MS Office Suite (or equivalent) is required.Your ability to prioritize multiple priorities under tight deadlines is essential to your success in this role.Furthermore, you demonstrate:•Strong teamwork and collaboration skills•Excellent communication skills (verbalamp; written)•A high degree of professionalism, tact, and diplomacy and consistently exercise discretion and confidentiality in managing correspondence and information•Exceptional attention to detail is critical in this role with a particular focus on proofreading, punctuation, and grammar skills.You promote positivity and inclusivity in your work•Knowledge of DOJ’s work across Divisions and the approvals required for financial, operational, human resource and legislative issues is an 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.EquivalencyWe 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:•Completion of a 2-year diploma and 3 years of related experience•Completion of a related bachelor’s degree and 1-year of related experience•At least 5 years of related experience.Applicants relying on education and experience equivalencies must demonstrate such equivalencies in their application.BenefitsBased on the employment status, 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 offerings and eligibility criteria.Working ConditionsYou will be working within a high-paced, busy office environment with strict deadlines. Most of your time is spent in a comfortable office setting and on occasion may be required to work in the community when setting up meetings and information sessions. Your normal work week is 35 hours/week, 7 hours/day. You may be required to work overtime on occasion. Occasionally you may need to move or lift objects such as boxes, inventory, or files.Additional InformationThis is a permanent full-time opportunity with an anticipated start date of April 15th, 2024.What We OfferCareer 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.Pay Grade:EC 05 Salary Range:$1,874.72 - $2,343.39 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.Current government employees may access this posting through the link below: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 Competitions@novascotia.ca.