Secretary 2

3 months ago

Halifax, Canada Province of Nova Scotia Full time

**Department**:Communities, Culture, Tourism & Heritage

**Location**:HALIFAX

**Type of Employment**:Term

**Union Status**:NSGEU - NSPG

**Closing Date**:12-Sep-24 (Applications are accepted until 11:59 PM Atlantic Time)

**About Us**:
**About Our Opportunity**:
Working under limited supervision the Secretary has a good knowledge of office practices and procedures and a comprehensive knowledge of administrative functions. Under the direction of the office Manager, they will perform a wide range of moderately complex secretarial and office support duties for 2 Directors, as well as assisting the Manager, Visitor Services with administrative support for five (5) Visitor information Centres. The Secretary will also assist staff in the Research, Business Development and Stakeholder Relations units.

In this role, the Secretary supports the day-to-day operational management of the office by contributing to the development of administrative process improvements/standards.

**Primary Accountabilities**:
On a regular basis the Secretary will:

- Prepares routine and non-routine correspondence, memos, and reports
- Support staff with external contracts and reporting
- Identify urgent items for the attention of the Directors or others
- Coordinate electronic calendars to arrange meetings and travel schedules, handling all logístical requirements (catering, booking venues, invoicing, etc).
- Handles divisional financial processes and ensures proper procurement procedures are followed. This includes monitoring financial reports/performing monthly reconciliation; processing invoices for payment and maintaining tracking databases.
- Prepare agendas and accurate minutes and assists each unit with records management requirements (creation of files and assisting with file maintenance/retrievals).

**Qualifications and Experience**:
This might be the right opportunity for you if you have completion of a one-year business course plus three years of related experience, or an equivalent combination of training and experience may be acceptable. You have advanced skills in MS Office Products, including Outlook, Word, Teams, Excel, and PowerPoint, as well as experience with Adobe Creative Cloud.

You have excellent data entry, proofreading and grammatical skills. You are conscientious about and accurate with your work and have well developed prioritization, time management and organizational skills to effectively manage competing priorities in a busy work environment.

You are a critical thinker, self-directed learner and problem solver who takes initiative to identify opportunities to improve the way things are done. You consistently maintain a respectful, professional, and courteous disposition with colleagues and clients. You demonstrate a strong understanding of, and commitment to, equity, diversity, and inclusion. You are a flexible and adaptable team player with strong interpersonal, communication and administration skills.

We will assess the above qualifications and competencies using one or more of the following tools: written examination, oral presentations, interview(s), and reference checks.

**Equivalency**:
**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.

**Additional Information**:
**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

**Pay Grade**: CL 18

**Salary Range**: $1,684.00 - $1,884.17 Bi-Weekly

**Employment Equity Statement**:

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