Clerk 3 - Records Administration

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

Job summary

A permanent position as a Records Administrator within the Government of Nova Scotia requires effective management of criminal files in a busy legal environment. The ideal candidate will have a high school diploma and four years of relevant experience, demonstrating strong organizational skills and attention to detail. The role involves liaising with court staff and managing electronic records, with a focus on accuracy under pressure.

Benefits

Defined Benefit Pension Plan

Health & Dental Insurance

Employee Assistance Programs

Qualifications

• Four years of records administration experience required.
• Experience in a legal environment is an asset.
• Demonstrated ability in an automated environment.

Responsibilities

• Manage and track all criminal files in the office.
• Liaise with court administration for file verification.
• Consult with records management professionals.

Skills

Records management

Data entry

Organizational skills

Attention to detail

Education

High school diploma

Two-year office administration diploma

Tools

MS Word

Outlook

JEIN and PICS

STAR/STOR system

Job description

Closing Date : 19-Jun-25 (Applications are accepted until 11 : 59 PM Atlantic Time)

About Us

The Nova Scotia Public Prosecution Service (PPS) was established in 1990 as the first statutorily based independent prosecution service in Canada. The Public Prosecution Service is responsible for all prosecutions and appeals within the jurisdiction of the Attorney General.

With the guiding mission of providing fair and equal treatment in the prosecution of offences, the PPS prosecutes charges laid under the Criminal Code and under Nova Scotia statutes such as the Occupational Health and Safety Act. The Head Office is in Halifax and there are regional offices located throughout the province.

The core functions of the Nova Scotia Public Prosecution Service are to :

• Represent the Crown in the conduct of criminal trials and quasi criminal appeals before all levels of courts.
• Participate in the development of criminal law and criminal prosecutions policy.
• Provide advice to police in respect of prosecutions generally or in respect of specific investigations

For more information on the Public Prosecution Service please visit the following link : https : / / novascotia.ca / pps /

About Our Opportunity

The Records Administrator works under limited supervision through case management, records management, and file management within the Public Prosecution Service on a daily basis.

In this extremely busy office, you would be responsible for creating, managing and tracking all Public Prosecution Service criminal files and creating linkages between charges in the Justice Enterprise Information Network (JEIN) data base and the Prosecution Information Composite System (PICS). Updating offender history reports to assist Crown Attorney decision making and links PPS case files with court processes.

Primary Accountabilities

The Records Administrator is responsible for :

• Accurate case file management including liaising with court administration staff to verify file endorsements
• Interacting with Crown Attorneys, support staff, other Justice partners, law enforcement agencies, court administrative staff, the criminal defense bar, general public, victims, witnesses and accused persons to provide information and assistance
• Consulting with Records Management professionals internally and externally in the application of the STOR / STAR records classification system and manages PPS files in compliance with policies, procedures and standards

Qualifications and Experience

To be successful in this role you will have a high school diploma plus four years of records administration experience is required. An acceptable equivalent combination of education, training and experience may be considered. Experience in MS Word and Outlook (or other electronic email system) and Internet use is required, as well as accurate typing, word processing and data entry skills.

The following are considered assets in this role :

• Exposure to the justice system and government services
• Experience with JEIN and PICS
• Working knowledge and understanding of the STAR / STOR central file management system or other central file management systems
• Working knowledge of the justice system, including the Criminal Code and other relevant legislation
• Experience working with legal documents and forms

As the successful candidate, you will have demonstrated experience in an automated environment, you will possess strong prioritization and problem-solving skills, along with sound judgment, attention to detail and the ability to work under pressure to meet deadlines. You will have strong attention to detail, prioritization and problem-solving skills, and organizational skills with the ability to combine speed and accuracy while under pressure to meet deadlines.

Lifting of heavy boxes, weighing approximately 25 - 30 pounds, is a requirement in this role.

All successful candidates must be able to pass appropriate background checks.

We will assess the above qualifications using one or more of the following tools : written examination, standardized tests, oral presentations, interview(s), and reference checks.

Equivalency

Includes, but not limited to :

• A two year office administration diploma in a related field plus two 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

• Normal work week is 35 hours / week, 7 hours / day
• May be required to work overtime on occasion
• Extensive keyboarding
• Lifting heavy boxes weighing approximately 25 to 30 pounds
• Exposure to emotionally disturbing and graphic materials, e.g. photographic materials involving victims of crime

Additional Information

This is a Permanent position, and requires the successful candidate to work on-site.

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 [emailprotected] .

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 to