Administrative Assistant, Sheriff Service (Secretary 2)

Government of Nova Scotia; Halifax; On-site; CAD 1,000 - 2,000; Full time

Job summary

The Government of Nova Scotia seeks a highly organized Secretary 2 to support the Director of Sheriff Services. This permanent full-time position involves providing executive-level administrative assistance, document management, and budget monitoring. The successful candidate will be vital in ensuring smooth daily operations while maintaining confidentiality in various communications. Applicants should have a secretarial qualification and relevant experience in a legal context.

Benefits

Defined Benefit Pension Plan

Health Insurance

Dental Insurance

Employee and Family Assistance Programs

Career development opportunities

Qualifications

• 3 years of related experience in a legal or justice setting preferred.
• Experience managing financial transactions and vendor relations.
• Skilled in typing, transcription, and document formatting.

Responsibilities

• Provide executive-level administrative and secretarial support.
• Prepare and distribute documents, reports, and meeting minutes.
• Maintain confidential personnel and training files.

Skills

Proficient in Microsoft Office Suite

Strong interpersonal skills

Organizational skills

Multitasking

Ability to handle confidential information

Education

Completed a one-year secretarial or commercial course

Job description

Competition # : 46501

Department: Justice

Location: HALIFAX

Type of Employment: Permanent

Union Status: NSGEU - NSPG

Closing Date: 22-Jul-25 (Applications are accepted until 11:59 PM Atlantic Time)

About Us

The Nova Scotia Department of Justice supports the administration of justice through Court Services. Sheriff Services is a key division responsible for court security, transport of persons in custody, and enforcement of court orders. Our work directly supports the fair and accessible operation of the courts.

To learn more about Court Services, visit: https://novascotia.ca/just/Court_Services/

About Our Opportunity

We are seeking a highly organized and resourceful Secretary 2 (Administrative Assistant) to provide executive-level support to the Director of Sheriff Services and other managers. This role is central to maintaining the daily operations of the division, involving secretarial, administrative, and budget monitoring tasks.

Primary Accountabilities

• Provide executive-level administrative and secretarial support to the Director and Managers, including scheduling of meetings and appointments, correspondence, and maintaining filing and bring-forward systems.
• Prepare, proofread, and distribute documents, reports, presentations, agendas, and meeting minutes.
• Maintain confidential personnel, investigational, training, and applicant files in compliance with departmental policies.
• Order and track uniforms, equipment, and office supplies; monitor and reconcile related budgets and ensure accurate financial reporting.
• Liaise with internal staff, judiciary, vendors, and the public on behalf of the Director and Managers; manage inquiries and redirect calls as needed.
• Support inventory control and asset management.
  
  

Qualifications And Experience

The successful candidate has completed a one-year secretarial or commercial course plus three years of related experience, preferably in a legal or justice setting. They should also:

• Be proficient in Microsoft Office Suite (Word, Excel, Powerpoint, Outlook)
• Skilled in typing, transcription, and document formatting
• Experience managing financial transactions, vendor relations, and invoicing
• Strong interpersonal, organizational, and multitasking skills
• Ability to handle sensitive and confidential information
  
  

Assets Include

• Prior experience supporting senior leadership
• Knowledge of the justice system and court operations
  
  

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 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

Normal work week is 35 hours/week, 7 hours/day.

May be required to work overtime on occasion.

Additional Information

This is a permanent full-time position based in Halifax, however, as the position supports the Director of Sheriff Services a remote (work from home) option is not available.

Due to the sensitive nature of this position the offer of employment is conditional upon the completion of all applicable background checks, including a criminal record check, the completion of a Pre-Employment Questionnaire and confirmation of credentials. All the results of which must be satisfactory to the employer. Click on the link to learn more about the pre-employment questionnaire. Pre-Employment Questionnaire | novascotia.ca

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
• Department specific flexible working schedules
  
  

Pay Grade: CL 18

Salary Range: $1,684.00 - $1,884.17 Bi-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 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.

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 concerns may be directed to [e-mail].