Administrative Coordinator
4 weeks ago
Competition # : 43802
Department: Public Works
Type of Employment: Permanent
Union Status: NSGEU - NSPG
About UsThe Highway Planning and Design (HP&D) and Structural Engineering teams at the Department of Public Works are dedicated to the comprehensive planning and design of provincial highway initiatives, from initial functional planning to detailed engineering design. Our commitment lies in delivering optimal solutions that enhance the quality of our province's transportation network. Joining our team means becoming an integral part of a collaborative environment where your contributions will directly influence the development of highway and active transportation infrastructure.
We pride ourselves on being a diverse group of experienced engineering and technical professionals, where teamwork and collaboration are essential to our success and enjoyment of our work. If you are looking for an opportunity to make a tangible impact on highway programs and engineering projects while bringing your innovative ideas to fruition, this role could be your next significant career move.
About Our OpportunityUnder the general oversight of the Manager of Highway Planning & Design and the Manager of Structural Engineering, the Administrative Coordinator provides a comprehensive range of administrative and secretarial support to a team of professional engineers and technical personnel. You will serve as the communication hub of the office, ensuring seamless connectivity among team members and stakeholders. Your role is crucial in maintaining the efficiency of the office's administrative functions.
If you excel at multitasking, possess outstanding communication skills, and embody a positive professional demeanor, this position is an excellent fit for you.
Primary ResponsibilitiesReporting to the Managers of Highway Planning and Design (HP&D) and Structural Engineering, the Administrative Coordinator is responsible for delivering effective administrative support to both managers and professional engineers, ensuring the smooth operation of the office. Key responsibilities include:
- Managing daily incoming and outgoing correspondence and overseeing office supplies
- Data entry and report generation utilizing the SAP financial system
- Assisting with the procurement of services and contracts
- Drafting, preparing, reviewing, and amending correspondence (including consultation letters, agreements, memorandums, and contract documents)
- Maintaining accurate records and tracking systems for documents
- Implementing a filing system in accordance with government records management policies
- Engaging with staff in person or via phone
- Verifying records and processing financial invoices, including those for engineering services
- Coordinating and scheduling meetings, training sessions, and events, including catering and taking meeting minutes when necessary
The ideal candidate will possess a one (1) year business course and a minimum of three (3) years of experience in secretarial or administrative support roles.
Proficiency in data entry and experience with Microsoft Suite are essential. Familiarity with terminology used in an engineering context is advantageous.
Experience in records management, invoice processing, and knowledge of procurement policies and procedures will be considered assets. Your organizational skills will enhance office productivity and effectiveness within the team. You should demonstrate excellent client service abilities and a proven capacity to interact effectively with individuals both in person and over the phone. The ability to work independently and efficiently under pressure in a fast-paced environment is crucial.
A solid understanding of the services and programs offered by the Department, along with government policies and procurement processes, is preferred.
EquivalencyEquivalent combinations of training, education, and experience will be considered. Related equivalencies may include:
- A completed related bachelor's degree or;
- Four (4) years of relevant experience
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 offers a comprehensive range of benefits, 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 ConditionsThe majority of your time will be spent in a comfortable office environment. Occasional lifting or moving of light objects such as office supplies and files may be required. Daily interactions with the public, various Government Departments, and other local Agencies and Institutions will be part of your role.
What We Offer- Career Development opportunities, including access to guidance, tools, resources, and ongoing training at every career stage.
- An engaging workplace where employees feel valued, respected, and connected, supported by forward-thinking policies and strategies.
- Diverse Career Paths to explore.
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