Administration Assistant (Secretary 2)

Government of Nova Scotia; Halifax; On-site; CAD 30,000 - 60,000; Full time

Job summary

A government entity in Halifax is seeking an Administrative Assistant to support the Victim Services division. This role emphasizes strong organizational abilities and the capacity to manage a fast-paced environment, involving tasks from correspondence preparation to financial transaction management. Candidates should have a secretarial course and relevant administrative experience.

Benefits

Defined Benefit Pension Plan

Health and Dental Insurance

Vacation and Family Assistance Programs

Qualifications

• At least three years of related clerical/administrative experience.
• Good knowledge of office practices and procedures.
• Ability to manage electronic filing systems.

Responsibilities

• Prepare routine and non-routine correspondence and reports.
• Coordinate and control electronic calendars.
• Assist with coordinating the division’s budget and financial transactions.

Skills

Proficient in typing and word processing

Strong organizational skills

Effective verbal and written communication

Interpersonal skills

Ability to multi-task and prioritize work

Education

One year secretarial or commercial course

Tools

Microsoft Word

Excel

Outlook

Job description

About Us

The Justice Supports and Services Division of the Department of Justice helps facilitate court ordered child and spousal support and offers a range of services to assist victims of crime.

Within Victim Services we promote victims’ rights and interests and advise government on issues relating to victims of crime; and work with justice partners and the community to develop policies and programs that address the needs of crime victims. We can help provide the victim, spouse, or relative, with information, support and assistance as their case moves through the criminal justice system. When criminal charges are laid, victims and family members can contact us directly for help. We provide a range of services including the following programs : Provincial Victim Services Program, Child Victim / Witness Program, Criminal Injuries Counselling Program, Victim Impact Statement Program, Restitution Program, and the Sexual Offense Legal Representation Program.

For more information on the Department of Justice Victim Services please visit our website :

About Our Opportunity

As an Administrative Assistant, you will report to the Senior Manager, Victim Services and will support the routine day-to-day operational management of the office of the division by serving as a resource for the Victim Services leadership team and staff. You will also contribute to the development of administrative process improvements / standards to meet the division / department standards.

The office will depend on your ability to work in a fast-paced environment as well as the ability to be organized and prioritize tasks.

Primary Accountabilities

As an Administrative Assistant, you will :

• prepare routine and non-routine correspondence, memos, reports etc.;
• assess and assign priority to mail and e-mail, redirecting and / or answering as appropriate;
• identify urgent items for the attention of the Victim Services leadership team or others;
• develop and prepare professional presentations and reports;
• coordinate and control the electronic calendar of Victim Services leadership team members ;
• coordinate / arrange meetings and travel accommodations;
• prepare agendas, and accurate minutes / notes, ensuring senior leadership decisions are recorded;
• identify urgent items for the attention of the Victim Services leadership;
• maintain filing and retrieval systems, keeping manuals and reference materials current;
• perform reception duties for the division, when required;
• respond and direct incoming calls, emails, and walk-ins, and inquiries;
• update information for the division including the website, business plan, accountability framework, etc, when required;
• assist with coordinating the division’s budget, monitors forecast documents, orders and receives goods and processes invoices for payment;
• handle divisional financial transactions and ensures proper procurement procedures are followed;
• train, assign work, and mentor new employees or administrative staff when appropriate;
• other related duties as assigned

Qualifications and Experience

As the successful candidate you will have a one year secretarial or commercial course alongwith atleast three years of related clerical / administrative experience. An equivalent combination of training and experience may be considered.

You will have a good knowledge of office practices and procedures and a comprehensive knowledge of divisional functions.

You will be proficient in typing, word processing and other standard computer applications, such as Microsoft Word, Excel, Outlook, and internet use. You will demonstrate the ability to multi-task, prioritize your work and you will be skilled with managing electronic filing systems. You will be organized and adaptable in a face paced environment, be a strong team player, have good interpersonal skills, be sensitive to the needs of clients and display tact, sound judgement, and able to exercise discretion and confidentiality. Effective verbal and written communication skills, strong organizational skills, and the ability to work independently are essential in this role.

We will assess the above qualifications using one or more of the following tools : written examination, standardized tests, oral presentations, interview(s), and reference checks.

Equivalency

Applicants relying on education and experience equivalencies must demonstrate such equivalencies in their application.

Benefits

Based on the employment status and union agreement, the Government of Nova Scotia offers its employees a wide range of benefits such as aDefined Benefit Pension Plan, Health, Dental, Life Insurance, General illness, Short and Long Term Disability, Vacation and Employee and Family Assistance Programs. For information on all our Benefit program offerings, click here : Benefits for government employees.

Working Conditions

• Normal work week is 35 hours / week, 7 hours / day
• May be required to work overtime on occasion
• Stress level may be higher than normal due to the nature of the work and type of confidential information exposed to, often dealing with difficult situations, persons under considerable stress, and experiencing traumatic events
• There is a high demand for accuracy and attention to detail while working in a complex service area

Additional Information

This competition is to fill one Permanent employment opportunity based in Halifax.

What We Offer

• Career Development where you have access to career guidance, tools, resources, and ongoing training for every stage of your career.
• Engaging workplace. Our Employees feel valued, respected, connected, and tuned in. We have forward-thinking policies and strategies.
• Countless career paths.

Pay Grade : EC 03 Salary Range : $1,;- $2,;Bi-Weekly