Regional Secretary

About Us

Nova Scotia Department of Environment and Climate Change’s role is to protect the environment and human health through regulatory excellence, conservation, partnership, and promotion. To achieve this, we strive to develop legislation, regulations and policies, process notifications, applications, and approvals for regulated activities based on sound scientific knowledge and expertise.

Our goal is to educate, inspect and enforce to ensure compliance with legislation and regulations. We also proactively respond to environmental, conservation, and human health risks and work to develop programs and deliver services to enhance protection in these areas.

About Our Opportunity

Reporting to the Regional Director, Eastern Region, as the Secretary you will be responsible for supporting the activities and responsibilities of the Regional Director and be responsible for the effective and efficient administration of regional operations. In this role as the Secretary, you will play an integral role by managing the Region's correspondence system, report preparation/invoicing, file and supply maintenance, record keeping, cash reports/deposits, tracking staff training and managing data as required.

As the successful candidate, you will independently, coordinate the preparation, delivery, and administration of policies and procedures throughout the region. You will provide a broad range of office management, technical and administrative services for the regional and district offices.

Primary Accountabilities

In the role, you will Assist in the development of divisional operating procedures (DOP) for administrative and financial functions to ensure consistency of standards and service delivery. , Cash Handling, Monthly Briefing Notes and File Management, etc. You will be responsible to coordinate the flow of divisional information throughout the region. You will manage the Information Tracking Systems, review, prioritize and filter information to prepare the issuance of correspondence throughout the Region. Correspondence includes Ministerial, legislative, and divisional briefing notes, inquires, Freedom of Information (FOIPOP requests), etc. You will be responsible for managing systems for efficient and accurate processing of invoice/bill payments, budget expenditure tracking forecasting, and maintenance of related records based on proper accounting and procurement policies and procedures.

Variety and complexity of the workload requires a self-directed approach to prioritize internal and external requests, typically Involving competing project work and meeting deadlines with a minimum of advance notice. You may also, on occasion, be required to provide backup for other secretaries in the department and may be assigned additional administrative responsibilities as required by the department.

Qualifications and Experience

To be successful in this position, you possess a one-year business course plus 4 years related experience, or an equivalent combination of education (training) and experience may be acceptable. Proven experience with accounting and budgetary office expenditures, and records management is essential. Proficiency in work processing, data management, presentation skills, report preparation and related skills including Word, Excel, Teams, Power Point, Adobe, Internet, SAP and email along with the ability to learn other software programs is essential. Proficiency in Amanda ATS and SAP software is considered an asset.

As the successful candidate, you will have strong organizational and analytical ability, with an excellent capacity to work independently with minimal supervision. Strong interpersonal skills and judgement are necessary to deal professionally, tactfully, and effectively with clients and staff. You must maintain confidentiality and have excellent verbal and written skills. As the successful candidate, you will need to be efficient and comfortable working under pressure with tight deadlines and during periods of heavy workloads with multiple demands.

As the successful candidate, you must be a highly motived and organized with the ability to provide leadership to the Administrative Team, including training and mentoring. Attention to detail is paramount in this position to ensure tasks are completed to the highest quality.

Equivalency

An equivalent combination of training, education and experience will be considered.

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

Normal work week is 35 hours/week, 7 hours/day May be required to work overtime on occasion 

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 22 Salary Range:  $1,;- $2,;Bi-Weekly

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