Administrative Assistant (Secretary 3)

Nova Scotia; Halifax; On-site; CAD 55,000 - 61,000; Full time

Job summary

The Department of Municipal Affairs, Government of Nova Scotia, is seeking a Secretary 3 to provide administrative and coordination support to Municipal Infrastructure and Municipal Finance. The role focuses on organizing meetings, managing records, processing financial information, and ensuring timely follow-up with internal and external partners.

Candidate will work with departmental staff, other government levels, vendors, and the public; a one-year business course and at least four years of

Qualifications

• Experience coordinating meetings, correspondence, deadlines, and follow-up to keep work moving forward.
• Experience preparing, organizing, and maintaining accurate documents, files, and records.
• Ability to organize competing priorities and respond to changing or time-sensitive requirements.
• Clear and professional communication with internal and external partners.

Responsibilities

• Coordinate meetings and prepare or organize related materials.
• Track correspondence, deadlines, approvals, and required follow-up.
• Maintain accurate records and support effective information management.
• Coordinate briefing materials and other documents through review and approval processes.
• Complete financial and administrative transactions.
• Prepare, organize, and coordinate correspondence and other documents.
• Respond to routine inquiries and direct requests to the appropriate area.
• Support the timely flow of information across divisions and departments.

Skills

Meeting coordination

Record management

Deadline tracking

Communication

Prioritization

Education

One-year business course

Tools

CoMS system

Job description

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Closing Date:18-Oct-26 (Applications are accepted until 11:59 PM Atlantic Time)

About Us

The Department of Municipal Affairs is dedicated to working with municipalities to build healthy, vibrant, and safe communities throughout Nova Scotia. Municipal Affairs provides programs, grants, and funding opportunities for municipalities and community groups. The Department also provides services and guidance to municipalities in many areas, including land use planning, budget planning and finance, infrastructure development, and policy and program development.

About Our Opportunity

As the Secretary 3, you provide administrative and coordination support to Municipal Infrastructure and Municipal Finance. Your work helps the divisions stay organized, respond to requests, and move important documents and approvals forward.

You will coordinate meetings, manage records and correspondence, process administrative and financial information, and follow up on deadlines. You will also help maintain a reliable flow of information among colleagues and internal and external partners. You regularly work with departmental staff, senior officials, other levels of government, external agencies, vendors, and members of the public.

Primary Accountabilities

In this role, you will:

• Coordinate meetings and prepare or organize related materials.


• Track correspondence, deadlines, approvals, and required follow-up.


• Maintain accurate records and support effective information management.


• Coordinate briefing materials and other documents through review and approval processes.


• Complete financial and administrative transactions.


• Prepare, organize, and coordinate correspondence and other documents.


• Respond to routine inquiries and direct requests to the appropriate area.


• Support the timely flow of information across the divisions and departments.


• Provide general administrative and office support including but not limited to: support for Administrative Assistants and the Office Coordinator with departmental administrative processes and procedures and records management; as well as provide coverage for correspondence management activities with the CoMS system


• Help maintain consistent administrative processes that support divisional operations and program delivery.

Qualifications and Experience

You have completed a one-year business course and have at least four (4) years of related administrative experience. An equivalent combination of training and experience may be considered.

Through your education and experience, you can demonstrate:

• Experience coordinating meetings, correspondence, tracking deadlines, and follow-up activities to help keep work moving forward.


• Experience preparing, organizing, and maintaining accurate documents, files, and records.


• The ability to organize competing priorities and respond to changing or time-sensitive requirements.


• The ability to communicate clearly and professionally when responding to inquiries and sharing information with internal and external partners.

While not required, it is considered an asset if you have:

• Experience providing administrative support in a government, municipal, or similarly structured organization.


• Experience tracking high volumes of correspondence, requests, and competing deadlines.


• Experience completing financial or administrative transactions.


• Experience maintaining records in accordance with established information-management processes.

We will assess the above qualifications and experience using tools such as assessments, presentations, interviews, reference checks, etc.

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:

• Completion of a related Bachelor's degree and one (1) year of related experience


• Completion of a related Diploma and three (3) years of related experience


• At least five (5) years of related experience

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. For information on all our Benefit program offerings, click here: Benefits for government employees .

Working Conditions

Your typical work week is 35 hours/week, 7 hours/day. This role involves coordinating several administrative activities and paying close attention to detail. Your work will include managing deadlines, maintaining accurate records, and returning to detailed tasks following interruptions.

Additional Information

This is a TERM employment opportunity with an anticipated end date of July 12, 2027. The appointment status (‘term’, ‘temporary’ or ‘casual’) is dependent on the start date of the successful candidate.

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


• A Dynamic, client-focused office environment where service excellence and teamwork are our focus.

Pay Grade: CL 22

Salary Range: $2,123.03- $2,348.18Bi-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, Persons of African Descent, Racialized Persons, Persons with Disabilities, 2SLGBTQIA+ Persons and Women in 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].

This is a bargaining unit position initially restricted to current civil service employees represented by the Nova Scotia Government Employees Union (NSGEU). If applying from outside a government office, employees must apply correctly via this link:

Failure to apply correctly means that your application will not be given first consideration as a bargaining unit applicant, and will only be included if external applications are pursued.

External applicants and current casual employees will only be considered if there are no qualified civil service bargaining unit candidates.PLEASE NOTE: Candidates will not be considered for an interview if applications are incomplete or are missing information.

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 [e-mail].