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Administrative Assistant

1 month ago

Halifax, Canada Province of Nova Scotia Full time

**Department**:Community Services

**Location**:HALIFAX

**Type of Employment**:Permanent

**Union Status**:NSGEU - NSPG

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

**Designation Status**:
**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**:
As the Administrative Assistant, you are responsible for a wide range of administrative duties and you are considered the communication hub of the Employment Support and Income Assistance division, 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 the pubic with current and up-to-date information.

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

**Primary Accountabilities**:
You will provide support to 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:

- Coordinating electronic calendars, arranging meetings and travel accommodations;
- Coordinating office supplies, equipment and technology as well as supporting, and troubleshooting with staff as required;
- Preparing and submitting vendor payments
- Preparing agendas, and taking accurate minutes/notes;
- Preparing various confidential correspondence across our various programs;
- Reviewing, sorting, and distributing mail, as well as record management/tracking of files,
- Responding to inquiries from the public, agencies, and departments for multiple program areas; and
- Maintaining accurate data along with preparing statistics and reports.

**Qualifications and Experience**:
You have a one (1) year business course and a minimum of three (3) years of secretarial/administrative support experience.

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. Ideally, you can 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 and challenging environment, along with the ability 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**:
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:

- A completed related bachelor’s degree
- A completed related 2-year diploma and two (2) years of related experience
- Four (4) years related 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 and Family Assistance Programs. For information on all our Benefit program offerings, click here: Benefits for government employees.

**Working Conditions**:
Most of your time is spent in a comfortable office setting. You may occasionally be required to move/lift light objects such as office supplies, equipment, and files. 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, resources, and ongoing training fo