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Administrative Assistant, Engagement, Equity and

1 month ago

Halifax, Canada Province of Nova Scotia Full time

**Department**:Labour, Skills and Immigration

**Location**:HALIFAX

**Type of Employment**:Permanent

**Union Status**:NSGEU - NSPG

**Closing Date**:05-Jun-24 (Applications are accepted until 11:59 PM Atlantic Time)

**About Us**:
The Department of Labour, Skills and Immigration (LSI) works to provide fairness, safety, and prosperity for all Nova Scotians by helping them live, learn, and work to their highest potential. We have a team of more than 500 people working from offices throughout Nova Scotia, who together are responsible for workplace and public safety, pensions, apprenticeship, adult education, and many other facets of everyday life along with leading the effort to help Nova Scotia increase the number of immigrants and newcomers to the province and works with partners, stakeholders, and businesses to identify labour need.

The Engagement, Equity and Belonging Branch supports our people and the health of our organization in five different areas: Communications and Outreach, Learning and Development, Workforce Diversification, Accessible and Inclusive Workplace Environments, and Monitoring and Evaluation.

If you are interested in making a difference in the area of employee engagement, equity, and inclusion and wish to join a strong team environment who strive to achieve success, we want to hear from you.

**About Our Opportunity**:
As the Administrative Assistant, you are a key member of the team and are responsible for a wide range of administrative duties. You are considered the communication hub of the office, connecting everyone to everything. You ensure that administrative functions of the office operate efficiently and effectively.

If you are a people’s person, with the readiness to take on new challenges and oversee multiple tasks with excellent communication skills and an upbeat professional work ethic, this is your next career opportunity.

**Primary Accountabilities**:
You will provide support to the Executive Director, as well as the directors, managers, employees, and office visitors by handling a variety of tasks; all the while ensuring that all interactions are positive and welcoming. A few of your key responsibilities include:

- Assisting with coordinating the division's budget, monitors forecast documents. Handling divisional financial transactions orders and received good and supplies and ensuring proper procurement procedures are followed as well as managing and tracking vendor payments;
- Preparing various correspondence, maintaining, updating and tracking changes to branch-wide documents and resources;
- Assisting with regular SharePoint (intranet) maintenance and survey administration;
- Organizing on site/off site meetings including preparing meeting materials, organizing of meeting space, preparing mail outs, and other administrative supports as required;
- Coordinating electronic calendars, arranging meetings and travel accommodations;
- Preparing agendas and taking accurate minutes/notes;
- Maintaining paper files and electronic files including filing of documents, shared drive management, bring forward systems, data entry and the use of STAR/STOR classification system;
- Reviewing, sorting, and distributing mail;
- Responding to inquiries from staff, the public, agencies, and departments.

**Qualifications and Experience**:
You have High School and a minimum of four (4) years of secretarial/administrative support experience. An equivalent combination of training and experience may be acceptable.

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. Attention to detail and a high level of accuracy in your work is essential. You are a multi-tasker and a self-starter who is motivated, results driven and comfortable managing competing deadlines. You bring integrity to your work and can work with mínimal supervision.

You demonstrate the ability to work in a quickly changing environment and have the knowledge and skills to exercise sound judgment around issues requiring a high degree of tact 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**:
An equivalent combination of training, education and experience will be considered. This would include, but not limited to:

- one (1) year business course and a minimum of three (3) years of secretarial/administrative support experience.

**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