Administrative Clerk

6 months ago

Halifax, Canada Province of Nova Scotia Full time

**Department**:Community Services

**Location**:HALIFAX

**Type of Employment**:Permanent

**Union Status**:NSGEU - NSPG

**Closing Date**:06-Mar-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 a terrific multi-tasker with excellent communication skills and an upbeat professional work ethic? Do you thrive in a fast paced environment and enjoy working as part of team? Then, this is your next career opportunity as an Administrative Clerk with Finance and Administrative team at DCS.

This is a busy role where you are responsible for a wide range of administrative duties and you are considered the communication hub of the office, connecting everyone to everything. You are a critical team resource who ensures that administrative functions of the office operate efficiently by planning and coordinating secretarial services and providing staff and partners with current and up-to-date information.

**Primary Accountabilities**:
You will provide support to the Directors on the Finance team by handling a variety of tasks, all the while ensuring that all interactions are positive and welcoming. A few of your key responsibilities include:

- Coordinating electronic calendars, arranging meetings and travel accommodations
- Coordinating office equipment and technology as well as supporting, and trouble shooting with staff as required
- Preparing agendas, and taking accurate minutes/notes
- Preparing various confidential correspondence across our various programs
- Reviewing, sorting, and distributing mail
- Responding to inquiries
- Maintaining accurate data and statics along with preparing statistics and reports
- Processing invoices for payment, handling divisional financial transactions and ensuring proper procurement procedures are followed
- Providing project tracking to divisional initiatives
- Maintaining filing and retrieval systems, keeping manuals and reference materials current

**Qualifications and Experience**:
You have a one (1) year business course and a minimum of three (3) years of secretarial/ administrative support experience. Experience within a financial based environment is considered an asset.

You are a collaborative team player and have proficient skills in the use of a variety of Microsoft programs such as Word, Excel, PowerPoint, Outlook or equivalent. You must be proficient in the use of office equipment and technology (printers, laptops, laptop accessories, monitors etc.). Attention to detail and a high level of accuracy in your work is essential. You must use a great deal of judgement when handling telephone inquiries because of confidential matters. You are able to multi-task and are a self-starter who is highly motivated and results driven, with integrity and the ability to work with mínimal supervision.

You must demonstrate the ability to work independently in a busy environment, along with the ability to exercise sound judgment around issues requiring a high degree of tact, confidentiality, and diplomacy. Excellent organizational, communication (written and verbal) and interpersonal skills are essential to your success in 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.

**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:

- Four (4) years of related experience
- A related two (2) year diploma and two (2) years 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 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 Conditions**:
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.

**What We Offer**:

- Career Development where you have access to career guidance, tools, resou

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