Administrative Support Clerk (Clerk 2)

Government of Nova Scotia; Halifax; On-site; CAD 32,000 - 35,000; Full time

Benefits offered by this job

Career development

Engaging workplace

Multiple career paths

Job summary

Government of Nova Scotia, Justice Department, Halifax, is seeking an Administrative Support Clerk to provide clerical support to Legal Services teams. The role involves preparing correspondence, managing mail flow, filing records, and ensuring data accuracy to support lawyers and risk controls.

The position is temporary, with a 35-hour work week, located in Halifax. Candidates will be assessed through tests, interviews, and references.

Qualifications

• At least three years of relevant experience in Records Management or an equivalent combination of training and experience.
• Proficient keyboarding and general office procedures; competent with MS Office suite including Word, Excel and Outlook.
• Ability to understand Records Management systems (e.g., FileNet, STAR/STOR) and current government guidelines; accuracy and data integrity are essential.

Responsibilities

• Prepare and edit routine and non-routine correspondence, memos, and reports for lawyers.
• Coordinate all incoming/outgoing correspondence; manage mail, couriers, faxes; photocopy and bind documents; scan materials.

Skills

Records management

MS Office

MS Word

Excel

Outlook

Attention to detail

Tools

FileNet

STAR/STOR

Job description

Competition # : 49746
Department: Justice
Location: HALIFAX
Type of Employment: Temporary
Union Status: NSGEU - NSPG
Closing Date: 17-Sep-26 (Applications are accepted until 11:59 PM Atlantic Time)

About Us

The Legal Services Division is the government's law firm, providing a full range of legal advice and services to support government operations and help government achieve its corporate priorities. With a staff of more than 160 lawyers, paralegals, researchers and administrative professionals, the Division is one of the largest law offices in the province.

For more information on the Department of Justice Legal Services please visit our website: https://novascotia.ca/just/Legal_Services/

About Our Opportunity

Under general supervision from the Legal Services Supervisor, this position provides general support to the General Litigation, Solicitor Services and/or the Child Protection teams. Duties involve a range of clerical tasks associated within the legal services support function. The Administrative Support Clerk works as part of a team to support Legal Services lawyers to ensure efficient and effective operations.

Primary Accountabilities

• Prepares and edits routine and non-routine correspondence, memos, and reports from straight copy, shorthand notes and/or voice recordings on behalf of the lawyers.
• Coordinates all incoming and outgoing correspondence daily; receives, sorts, and distributes mail (paper mail and e-mail, courier deliveries, faxes) and reviews data for completeness and accuracy. Photocopies, collates, sorts, and binds documents. Scans material into computer software programs.
• Creates new files daily as required; collects, pre-sorts, and files all documentation daily.
• Maintains a record of documents processed and controls to ensure completion. Maintains filing system in accordance with government records management policy.
• Assist staff members to comply with Records Management policies and procedures relative to the creation, maintenance and final closing and disposal of records.
• Provides clerical support as needed.
• Liaise with clients/suppliers/vendors to exchange information and/or clarify facts to ensure timely services.
• Identifies materials and resources required for the division.
• Coordinate servicing and maintenance of print production devices.
• Manage disposal of print materials, including shredding and recycling.

Qualifications And Experience

To be considered for this opportunity, you must have at least three years of relevant experience in Records Management, or an equivalent combination of training and experience may be acceptable.

You have proficient keyboarding skills and a sound knowledge of general office procedures and computer programs, including MS Office, MS Word, Excel, and Outlook.

You demonstrate accuracy and knowledge in understanding of a Records Management system (such as FileNet and STAR/STOR) and up-to-date knowledge of the guidelines and schedules. This position requires great attention to detail and time management skills. Completeness and integrity of data are crucial to inform program actions and support decision-making processes. Judgement and professionalism regarding records management is essential to safeguard security and confidentiality of government information.

You are self-motivated, can work with minimal supervision and maintain the highest level of confidentiality. You exercise tact and diplomacy and have good organizational and communication skills.

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

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

• Your typical work week is 35 hours with 7-hour days.
• Located in a comfortable office environment with long periods of sitting at a desk, interspersed with movement to and from printers, file storage areas, and to deposit/retrieve mail.
• Incumbents must be able to perform physical, mental, and visual demands; some heavy lifting of expandable files and file boxes will be required, along with the ability to retrieve files stored on high shelves.
• Must balance multiple priorities; the demand for accuracy and attention to detail in preparing documents requires acute concentration and may increase physical and mental stress.

Additional Information

This is a TEMPORARY employment opportunity with an anticipated end date of April 16, 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.

Pay Grade: CL 13

Salary Range: $23.54 - $25.62 Hourly

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.

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 concerns may be directed to [e-mail].