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Administrative Assistant

3 weeks ago

Halifax, Canada Province of Nova Scotia Full time

**Department**:Labour, Skills and Immigration

**Location**:HALIFAX

**Type of Employment**:Permanent

**Union Status**:Exclusion - Non Union - NSPG

**Closing Date**:21-Feb-24 (Applications are accepted until 11:59 PM Atlantic Time)

**About Us**:
The Labour Board is an independent adjudicative body established under the Labour Board Act. We are responsible for the fair and efficient administration and adjudication of responsibilities assigned to us under the Labour Board Act and sections of other Acts and Regulations.

Our mission is to adjudicate and resolve disputes under provincial labour and employment laws in an accessible, consistent, efficient, timely and impartial manner. The Board and its staff embrace continuous learning and innovation and are guided by the following principles: neutrality and objectivity; ethics, integrity, and confidentiality; and responsiveness and accountability

If you possess a positive and professional attitude, have excellent communication, organization and time management skills, and are exceptionally detailed oriented, with the ability to work as a member of a high-energy, results focused team, and are searching for a rewarding career, we have an exciting opportunity for you to explore as an Administrative Assistant.

**About Our Opportunity**:
As the Administrative Assistant, you will play an important role in providing independent executive level support to the Chief Administrator and to the Chair of the Labour Board.

As the Administrative Assistant you will be accountable for supporting the daily operational activities to the office of the Labour Board by serving as a resource for the Chief Administrator and Chair, contributing to the development of work standards and initiating or improving processes to achieve the standards.

As the Administrative Assistant you will report to the Chief Administrator, Nova Scotia Labour Board.

**Primary Accountabilities**:
The Administrative Assistant is also responsible and accountable for:

- Composing and preparing correspondence on behalf of the Chief Administrator and Chair.
- Maintaining files in accordance with Record management (STAR/STOR) requirements.
- Duties associated with the appointment process such as supporting orientations, setting up files, payroll and travel accounts for new members, assisting with the orientation of new Board Members and sending term expiration letters; overseeing incoming/outgoing mail.
- Preparing various reports and maintaining Board’s website and updating its SharePoint site.
- Scheduling and organizing meetings; preparing and processing expense claims and per diems for Labour Board members in an efficient and effective manner; organizing travel and accommodation requirements for Chief Administrator and Chair.
- Accountable for facilities management, such as dealing with the building property manager and various service suppliers, ensuring devices such as photocopiers, fax machines, phones, and common computers are operating effectively and contact the appropriate resources to solve issues; and other general office duties such as ordering supplies, transferring items to surplus, and processing invoices.
- In carrying out the Intake duty, the incumbent must ensure information is provided as set out under various statutes that fall under the Labour Board’s authority.

**Qualifications and Experience**:
This may be the right opportunity for you if you have Grade 12 and a one (1) year business/secretarial course plus five (5) years of directly related experience, or an equivalent combination of training and experience, are required for the position. You have previous experience in case management.

You possess a positive and professional attitude with the ability to work as a member of a high-energy, results focused team. You are exceptionally detailed oriented with the proven ability to handle numerous tasks and critical thinking skills. You have an ability to deal with difficult people in a multi-faceted and stressful environment, communicating with tact and discretion in a clear, concise manner. You are proficient with Microsoft Office Suite (Word, Excel and Outlook). You are comfortable working with confidential/sensitive matters and diversity issues.

While not required, it is considered an asset if you have experience with adjudicative boards/courts in labour and employment law.

**Competencies required at this level of work are**:Adaptability and Flexibility, Analytical Thinking, Attention to Detail, Client Orientation, Effective Interactive Communication, Initiative and Intercultural & Diversity Proficiency.

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**:
**Benefits**:
Based on the employment status and Union agreement, the Government of Nova Scotia offers its employees a wide range of benefits such as Health, Dental