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Legal Administrative Coordinator
2 months ago
Competition #: 43805
Department: Justice
Type of Employment: Permanent
Union Status: NSGEU - NSPG
About UsThe Legal Services Division serves as the legal representative for the government, offering comprehensive legal counsel and services to facilitate government operations and achieve corporate objectives. With a dedicated team of over 160 legal professionals, including lawyers, paralegals, and administrative staff, we are one of the largest legal offices in the province.
About Our OpportunityThis role, under the general oversight of the Legal Services Supervisor, provides essential support to the General Litigation, Solicitor Services, and/or Child Protection teams. Responsibilities encompass a variety of clerical tasks integral to the legal services support function. The Administrative Support Clerk collaborates with Legal Services lawyers to ensure smooth and effective operations.
Primary Responsibilities- Drafts and revises both routine and complex correspondence, memos, and reports based on direct input, shorthand notes, or audio recordings on behalf of the legal team.
- Manages all incoming and outgoing correspondence daily; organizes, sorts, and distributes mail (including electronic and physical formats) while ensuring data accuracy and completeness.
- Photocopies, organizes, sorts, and binds documents, as well as scans materials into relevant software systems.
- Creates new files as necessary; collects, pre-sorts, and files all documentation on a daily basis.
- Maintains a record of processed documents and controls to ensure completion. Upholds the filing system in line with government records management policies.
- Assists colleagues in adhering to Records Management policies and procedures concerning the creation, maintenance, and final closure of records.
- Provides clerical assistance as required.
- Communicates with clients, suppliers, and vendors to exchange information and clarify details to ensure timely service delivery.
- Identifies materials and resources needed for the division.
- Coordinates the servicing and maintenance of printing devices.
- Oversees the disposal of printed materials, including shredding and recycling.
To qualify for this position, candidates must possess a minimum of Grade 11 education along with three years of relevant experience in Records Management; an equivalent combination of education and experience may also be considered.
- Proficient keyboarding skills and a solid understanding of general office procedures and computer applications, including MS Office Suite (Word, Excel, Outlook) are essential.
- Demonstrated accuracy and knowledge in understanding a Records Management system (such as FileNet and STAR/STOR) and familiarity with current guidelines and schedules are required. This role demands exceptional attention to detail and effective time management skills. The integrity and completeness of data are critical for informed decision-making processes. Professionalism and sound judgment in records management are vital to ensure the security and confidentiality of government information.
- Self-motivated individuals who can work independently while maintaining confidentiality are preferred. Strong organizational and communication skills, along with the ability to exercise tact and diplomacy, are essential.
Applicants relying on education and experience equivalencies must clearly demonstrate such equivalencies in their application.
BenefitsDepending on employment status and union agreements, the Government of Nova Scotia provides a comprehensive benefits package, including a Defined Benefit Pension Plan, Health, Dental, Life Insurance, General Illness, Short and Long Term Disability, Vacation, and Employee and Family Assistance Programs.
Working ConditionsThis position is situated in a comfortable office environment, requiring considerable periods of sitting at a desk, with intermittent movement to and from printers, file storage areas, or for mail management.
- Incumbents must be capable of meeting physical, mental, and visual demands; some lifting of files and boxes may be necessary, along with the ability to retrieve files from high shelves.
- The role involves balancing multiple priorities, and the demand for accuracy and attention to detail in document preparation necessitates acute concentration, which may contribute to physical and mental stress.
This is a permanent employment opportunity.
What We Offer- Career Development opportunities, including access to guidance, tools, resources, and ongoing training throughout your career.
- An engaging workplace where employees feel valued, respected, and connected.
- Diverse career paths.
- Flexible working schedules specific to the department.
Pay Grade: CL 13
Salary Range: $1,633.95 Bi-Weekly
Employment Equity Statement: Our goal is to cultivate a diverse workforce that reflects the citizens we serve. The Government of Nova Scotia has an Employment Equity Policy and encourages applications from Indigenous People, African Nova Scotians, Other Racially Visible Persons, Persons with Disabilities, and Women in under-represented occupations.
This position is initially restricted to current civil service employees represented by the Nova Scotia Government Employees Union (NSGEU).
