Secretary 3 (Administrative Assistant, Policy and

3 weeks ago

Halifax, Canada Province of Nova Scotia Full time

**Department**:Public Works

**Location**:HALIFAX

**Type of Employment**:Permanent

**Union Status**:Exclusion - Non Union - NSPG

**Closing Date**:6/27/2023 (Applications are accepted until 11:59 PM Atlantic Time)

**About Us**:
Building and maintaining our provincial infrastructure is no small job.

At the Department of Public Works (DPW), we manage 23,000 kilometers of roads and highways and 4,100 bridges across Nova Scotia as well as 2,400 buildings. We also support community and active transportation - connecting people and their communities. In the Policy and Corporate Services Division at DPW, we are responsible for researching, analyzing, and recommending proposals that impact road safety, building construction and the economic well being of the transportation industry, and the shippers who rely on it, both within the province and between the province and its various national and international markets. The division also works closely with crown corporations of their reporting requirements and Executive Council Office in submitting documentation to Treasury and Policy Board and Executive Council.

We’re seeking an individual who thrives in a fast-paced environment and is keen to contribute innovative ideas.

**About Our Opportunity**:
The Administrative Assistant provides senior administrative support to the Executive Director of Policy and Corporate Services and the Policy and Corporate Services team. You are essential to the effective management, coordination and efficient operation of the office and a critical member of our team, helping to keep our office operations running smoothly.

If you are a master multi-tasker with excellent communication skills and a professional work ethic, this is your next career opportunity.

**Primary Accountabilities**:
We count on your expertise to ensure efficient operations of administrative support functions through effective office management. A few of your key responsibilities will include:

- Preparing and composing confidential correspondence, reports and presentations on behalf of the senior leadership;
- Routing and prioritizing all incoming mail, inquiries, and correspondence;
- Coordinating and managing schedules and calendars as well as travel and accommodations as required;
- Arranging meetings and events; and
- Ensuring constant innovation and administrative process improvements.

In addition to the above, you will work to ensure efficient work flow is achieved by managing numerous operational processes, such as bring forward and workflow monitoring systems and correspondence processing.

**Qualifications and Experience**:
As our next Administrative Assistant, you have successfully completed a one-year business course and have several years of senior office administration/secretarial experience or equivalent.

You are a self-motivated individual who works well independently, takes initiative, and participates fully in a team environment. You possess excellent grammar, proofreading, attention to detail, and organizational skills along with exceptional ability to manage competing priorities. Strong communication skills (written and verbal) with an ability to address and manage client inquiries both in person and by phone is essential to your success.

You are experienced in ensuring confidentiality in all your work as well as establishing and building relationships with a variety of stakeholders. You have demonstrated proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint), and are familiar with STAR/STOR. Experience in the public sector, familiarity with SAP, Ariba, and/or Flextrack systems would be considered assets.

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. Equivalencies may include but are not limited to:

- Completion of a 2-year diploma and 3 years of related experience
- Completion of a related Bachelors degree and 1 year of experience
- At least 5 years of related experience.

**Benefits**:
We offer you 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.

**Working Conditions**:
Most of your time is spent in a comfortable office setting. Your normal work week is 35 hours/week, 7 hours/day. You may be required to work overtime on occasion. Occasionally you may need to move or lift objects such as boxes, inventory, or files.

**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**:_ _EC 05

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