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Admin Assistant

3 months ago

Halifax, Nova Scotia, Canada Province of Nova Scotia Full time

Department:
Community Services

Location:
Halifax, Dartmouth, Sackville

Type of Employment:
Permanent

Union Status:
NSGEU - NSPG

Closing Date:08-May-24 (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 supports 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.


This posting will be used to establish a Hiring Pool for the Central Region, including Halifax, Dartmouth, and Sackville locations. This Hiring Pool will be used to fill multiple Permanent, Term, Temporary, and Casual opportunities over the next several months.

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 uptodate.
  • 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.


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

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, var