Administrative Assistant (Secretary 1)

The Government of Nova Scotia; Glace Bay; On-site; CAD 38,000 - 42,000; Full time

Job summary

The Government of Nova Scotia is seeking a Secretary to support the Opportunities and Social Development department in Glace Bay. You will greet visitors, support clerical staff, and help maintain efficient front-desk operations.

You will manage confidential documents, assist with FOIPOP requests, handle mail, and coordinate calendars. Strong MS Office skills and diplomacy are essential for success in a fast-paced environment.

Qualifications

• One year business course plus at least two years of related experience.
• Proficient in Word, PowerPoint, Outlook, Excel or equivalent.
• Ability to work autonomously in a fast-paced environment with tact and diplomacy.
• Familiarity with the Integrated Case Management (ICM) system is a plus.

Responsibilities

• Maintain and organize files using the STAR/STOR system with fast retrieval.
• Process FOIPOP requests by locating and providing necessary information.
• Handle mail, inquiries, and route calls to appropriate contacts.
• Enter client notes into the Integrated Case Management System (ICM) and schedule meetings.

Skills

MS Office

Office suite

Education

One year business course

Related two years experience or equivalent

Tools

ICM system

Job description

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Department:Opportunities and Social Development

Location:GLACE BAY

Type of Employment:Permanent

Union Status: NSGEU - NSPG

Closing Date:05-Nov-26 (Applications are accepted until 11:59 PM Atlantic Time)

About Us

At the Department of Opportunities and Social Development (OSD) , we are a large and diverse department providing a broad portfolio of programs and services including Child and Family Wellbeing (CFW), Disability Support Program (DSP), Income Assistance (IA), and Supportive Housing and Homelessness.

Through our services, we advocate and help vulnerable Nova Scotians be independent, self-reliant, and secure. We work collaboratively across the province with a strong dedicated network of supports, staff, and partners to achieve desired and shared outcomes for all.

About Our Opportunity

As the Secretary, you will be at the heart of our department's administrative engine, ensuring seamless operations and providing vital support to our staff.

You'll be the welcoming face at the front desk, assisting visitors and stepping in as a reliable backup for your fellow clerical team members. If you're enthusiastic about maintaining efficiency and making a positive first impression, we invite you to be a key part of our team.

Primary Accountabilities

This role is diverse, requiring your efficiency, confidentiality, and adaptability in a fast-paced environment. Your contributions will be integral to meeting tight operational deadlines and ensuring the smooth flow of our operations. Key responsibilities of yours include:

• Maintaining and organizingfiles using the STAR/STOR system, ensuring information retrieval is swift and accurate.
• Document management, including faxing, copying, scanning, and filing.
• Responding to Freedom of Information and Protection of Privacy (FOIPOP) requests by promptly retrieving the necessary information to facilitate requests.
• Processing incoming and outgoing mail efficiently.
• Responding togeneral inquiries androuting calls to the appropriate contacts.
• Ensuring discretion when typing arange of documents, including confidential correspondence and reports, and entering client notes into the Integrated Case Management System (ICM).
• Ensuring files and documentation are organized and up-to-date.
• Schedulingmeetings and managingcalendars to keep operations on track.

Qualifications and Experience

You will have a one (1) year business course plus a minimum of two (2) years of related experience, or an equivalent combination of training and experience.

You thrive in a team-oriented environment, readily stepping in to support colleagues and displaying a proactive approach. You are proficient in Microsoft programs such as Word, PowerPoint, Outlook, Excel, or equivalent office software. Your ability to navigate these tools efficiently is crucial to your role. You're comfortable working autonomously in a fast-paced, challenging work environment and manage tasks effectively. Demonstrating a high degree of tact and diplomacy is second nature to you, especially when dealing with sensitive issues. Meticulous organization is your forte and your keen eye for detail ensures nothing slips through the cracks. You demonstrate an ability to build and maintain positive working relationships and collaborate effectively.

While not required, familiarity with the Integrated Case Management (ICM) system would be a valuable asset.

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

We recognize equivalent combinations of training, education, and experience, providing opportunities for individuals with diverse backgrounds to contribute their skills and expertise. Equivalencies include, but are not limited to:

• Three (3) years of related experience
• A related two (2) year diploma and one (1) year of experience
• A related bachelor's degree

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

Based on the employment status and union agreement, the Government of Nova Scotia offers its employees a wide range of benefits such as 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

Most of your time is spent in a comfortable office setting. Occasionally you may need to move or lift objects such as boxes or files. You will have daily contact with the public, various Government Departments as well as other local Agencies. Your normal work week is 35 hours/week, 7 hours/day. You may need to work flexible and adjusted work hours, as required.

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: CL 14

Salary Range: $1,678.70- $1,848.39Bi-Weekly

Employment Equity Statement: Our goal is to be a diverse workforce that is representative, at all job levels, of the citizens we serve. The Government of Nova Scotia has an Employment Equity Policy, and we welcome applications from Indigenous People, African Nova Scotians and Other Racially Visible Persons, Persons with Disabilities and Womenin occupations or positions where they are under-represented. If you are a member of one of these equity groups, you are encouraged to self-identify on your electronic application.

Accommodation Statement: We are committed to providing an inclusive and accessible recruitment process. Candidates may request accommodations based on any grounds protected by the Human Rights Act.If you require an accommodation throughout the recruitment process, please contact us at [e-mail].

If you are receiving a pension from the Nova Scotia Public Service Superannuation Plan (PSSP) or any related plans, you cannot receive pension payments while contributing to the same plan. If you accept a position that requires PSSP contributions, your pension payments must be stopped. Please contact the Nova Scotia Pension Services Corporation for more information.

Offer of employment is conditional upon the completion of all applicable background checks and confirmation of credentials, the results of which must be satisfactory to the employer. We thank all applicants for the interest, however, only those selected for an interview will be contacted. All questions and concernsmay be directed to [e-mail].