Legal Administrative Assistant

3 weeks ago

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

Competition #: 43805

Department: Justice

Type of Employment: Permanent

Union Status: NSGEU - NSPG

About Us

The Legal Services Division functions as the legal representative for the government, delivering comprehensive legal counsel and services to facilitate governmental operations and assist in achieving corporate objectives. With a dedicated team of over 160 legal professionals, including lawyers, paralegals, researchers, and administrative staff, this Division stands as one of the largest legal entities in the province.

About Our Opportunity

Under the general oversight of the Legal Services Supervisor, this role provides essential support to the General Litigation, Solicitor Services, and/or Child Protection teams. Responsibilities encompass a variety of clerical functions integral to the legal services support framework. The Administrative Support Clerk collaborates with Legal Services attorneys 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 attorneys.

- Manages all incoming and outgoing correspondence on a daily basis; sorts and distributes mail (both physical and electronic), courier deliveries, and faxes while ensuring data accuracy and completeness.

- Photocopies, organizes, sorts, and binds documents, as well as scans materials into digital systems.

- Establishes 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 accordance with governmental records management policies.

- Assists colleagues in adhering to Records Management policies and procedures related to the creation, maintenance, and final disposal 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 print production equipment.

- Oversees the disposal of printed materials, including shredding and recycling.

Qualifications and Experience

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 be considered.

Proficiency in keyboarding and a solid understanding of general office procedures and software applications, including MS Office, MS Word, Excel, and Outlook, are essential.

Demonstrated accuracy and familiarity with a Records Management system (such as FileNet and STAR/STOR) and current knowledge of guidelines and schedules are required. This role demands meticulous attention to detail and effective time management skills. The integrity and completeness of data are critical for informed program actions and decision-making processes. Professional judgment regarding records management is vital to ensure the security and confidentiality of governmental information.

Candidates should be self-driven, capable of working independently with minimal supervision, and maintain the highest level of confidentiality. Strong organizational and communication skills, along with tact and diplomacy, are essential.

Equivalency

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 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 Conditions

This position is situated in a comfortable office environment, requiring extended periods of sitting at a desk, interspersed with movement to and from printers, file storage areas, or for mail handling.

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 storage areas.

Managing multiple priorities while ensuring accuracy and attention to detail in document preparation is essential, requiring acute concentration and may contribute to physical and mental stress.

Additional Information

This is a permanent employment opportunity.

What We Offer
  • Career Development opportunities, including access to guidance, tools, resources, and ongoing training for all career stages.
  • 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:

The Government of Nova Scotia is committed to creating a diverse workforce that reflects the citizens we serve. We encourage applications from Indigenous People, African Nova Scotians, Other Racially Visible Persons, Persons with Disabilities, and Women in under-represented occupations.

This position is part of a bargaining unit and is initially restricted to current civil service employees represented by the Nova Scotia Government Employees Union (NSGEU).

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