Administrative clerk

SereneAid; Halifax; On-site; Confidential; Full time

Job summary

A government agency in Halifax is seeking a Clerk to provide essential administrative and clerical support. Responsibilities include managing documents, maintaining filing systems, scheduling meetings, and responding to inquiries. The ideal candidate has 1–2 years of experience, proficiency in MS Office, and strong organizational skills. This position facilitates efficient operations within the Cyber Security & Digital Solutions division, ensuring confidentiality and adherence to procedures.

Qualifications

• 1–2 years of administrative or clerical experience.
• High accuracy in data entry and document preparation.
• Strong organizational abilities.
• Ability to follow procedures and maintain confidentiality.

Responsibilities

• Provide essential administrative and clerical support to the Cyber Security & Digital Solutions division.
• Maintain organized digital and physical filing systems.
• Schedule meetings and coordinate logistics.
• Respond to routine inquiries from internal staff and external stakeholders.
• Assist in updating project documentation for digital projects.

Skills

Attention to Detail

Communication Skills

Customer Service Orientation

Teamwork & Collaboration

Time & Priority Management

Adaptability

Tools

MS Office (Word, Excel, Outlook)

SharePoint

Teams

case management systems

Job description

The Clerk provides essential administrative and clerical support to the Cyber Security & Digital Solutions division of the Government of Nova Scotia. This role supports daily operations, documentation management, scheduling, and communication processes, ensuring the department functions efficiently during increased workload or staffing shortages. The Clerk works within established government policies, procedures, and confidentiality standards.

Tasks

Administrative Support

• Prepare and format documents, forms, internal memos, and correspondence.
• Maintain organized digital and physical filing systems following government retention and security protocols.
• Support organization of shared drives, project folders, and documentation workflows.

Data Entry & Records Management

• Enter and update information in internal databases, spreadsheets, and tracking systems.
• Review data for accuracy, completeness, and consistency.
• Assist with tracking departmental deliverables, service requests, and other operational activities.

Operational Coordination

• Schedule meetings, coordinate logistics, and support calendar management for team members.
• Receive, log, and route incoming requests, inquiries, and documentation.
• Assist in processing timesheets, procurement forms, invoices, and internal administrative requests.

Customer Service & Communication

• Respond to routine inquiries from internal staff and external stakeholders.
• Provide timely and professional communication support.
• Escalate complex or non-routine matters to appropriate supervisors.

Team Support (Cyber Security & Digital Solutions)

• Assist in updating project documentation, logging requests, and supporting administrative aspects of digital projects.
• Maintain confidentiality in handling sensitive or security-related information.
• Support onboarding/offboarding administrative processes related to access forms and documentation.

Requirements

• 1–2 years of administrative or clerical experience.
• Proficiency with MS Office tools (Word, Excel, Outlook).
• High accuracy in data entry and document preparation.
• Strong organizational abilities.
• Ability to follow procedures and maintain confidentiality.

Assets

• Experience in government, public sector, or security‑sensitive environment.
• Familiarity with records management and document control.
• Experience with tools such as SharePoint, Teams, or case management systems.

Competencies

• Attention to Detail
• Time & Priority Management
• Communication Skills
• Customer Service Orientation
• Teamwork & Collaboration
• Adaptability

Deliverables

• Timely completion of assigned administrative tasks.
• Accurate and up‑to‑date records and databases.
• Organized, secure filing systems (digital and physical).
• Efficient calendar, communication, and document support.
• Consistent contribution to smooth departmental workflow.