Administrative Coordinator

3 weeks ago

Halifax, Nova Scotia, Canada The Government of Nova Scotia Full time

Competition # : 43802

Department: Public Works

Location: HALIFAX

Type of Employment: Permanent

Union Status: NSGEU - NSPG

About Us

The Highway Planning and Design (HP&D) and Structural Engineering teams at the Department of Public Works are dedicated to the strategic planning and design of provincial highway initiatives, from initial planning through to comprehensive design. Our commitment lies in delivering optimal solutions that enhance the quality of our province's transportation infrastructure. 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 projects.

We pride ourselves on being a cohesive group of diverse and skilled engineering and technical professionals, where teamwork and collaboration are essential to our success and job satisfaction. If you are looking for a role that allows you to make a tangible impact on highway programs and engineering projects while bringing your innovative ideas to fruition, this opportunity is for you.

About Our Opportunity

Under the general supervision of the Managers of Highway Planning & Design and Structural Engineering, the Administrative Coordinator provides a comprehensive range of administrative and secretarial support to a team of professional engineers and technical personnel. Acting as the communication hub of the office, you play a vital role in ensuring the smooth operation of administrative functions.

If you are an adept multi-tasker with exceptional communication abilities and a positive professional demeanor, this position could be your next career move.

Primary Responsibilities

Reporting to the Managers of Highway Planning and Design (HP&D) and Structural Engineering, the Administrative Coordinator is responsible for delivering effective administrative assistance to both managers and engineers, ensuring the efficient functioning 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
  • Organizing a filing system in compliance with government records management policies
  • Interacting with staff in person or via phone
  • Assisting in the verification and processing of financial invoices, including those for engineering services
  • Coordinating and scheduling meetings, training sessions, and events, as well as taking meeting minutes when necessary
Qualifications and Experience

Applicants should 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, including familiarity with SAP and ARIBA, will be considered assets.

Strong organizational skills are crucial for enhancing office efficiency and productivity. Candidates should demonstrate excellent client service skills and the ability to effectively interact with individuals both in person and over the phone. The ability to work independently and under pressure in a fast-paced environment is essential.

A working knowledge of the services and programs offered by the Department, along with government policies and procurement processes, is preferred.

Equivalency

An equivalent combination 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.

Benefits

Depending on employment status and union agreements, the Government of Nova Scotia offers 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 Conditions

The majority of your time will be spent in a comfortable office environment. Occasional light lifting of office supplies, equipment, and files may be required. Daily interactions with the public, various Government Departments, and other local Agencies and Institutions are expected.

What We Offer
  • Career Development opportunities with access to guidance, tools, resources, and ongoing training for every stage of your career.
  • An engaging workplace where employees feel valued, respected, and connected.
  • Diverse Career Paths.

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