Administrative Assistant, Sheriff Service (Secretary 2)

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

Job summary

The Nova Scotia Department of Justice seeks a highly organized Administrative Assistant to provide executive support to the Director of Sheriff Services. This permanent full-time position involves critical administrative tasks, maintaining records, and liaising with various stakeholders to ensure seamless operations of the Sheriff Services division.

Benefits

Career development and ongoing training

Defined Benefit Pension Plan

Health and Dental Insurance

Employee and Family Assistance Programs

Qualifications

• Three years of related experience, preferably in a legal or justice setting.
• Experience managing financial transactions, vendor relations, and invoicing.

Responsibilities

• Provide executive-level administrative support to the Director and Managers.
• Prepare, proofread, and distribute documents, reports, and presentations.
• Maintain confidential files and manage inquiries on behalf of the Director.

Skills

Microsoft Office Suite

Typing

Transcription

Document Formatting

Interpersonal Skills

Organizational Skills

Multitasking

Confidential Information Handling

Education

One-year Secretarial or Commercial Course

Job description

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Administrative Assistant, Sheriff Service (Secretary 2)

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.

We are seeking a highly organized and resourcefulSecretary 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.

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

Pay Grade: CL 18

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

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 concernsmay be directed [e-mail].