Constituency Assistant - Permanent, Full-Time – Halifax Armdale

Nova Scotia NDP Caucus; Halifax; On-site; CAD 1,000 - 3,000; Full time

Job summary

An established industry player is seeking a dedicated Constituency Assistant to support the MLA for Halifax Armdale. This role is pivotal in managing the constituency office, providing essential administrative support, and engaging with the community. The ideal candidate will excel in interpersonal communication, organization, and problem-solving, thriving in a dynamic environment. This position offers a unique opportunity to directly impact the community while working closely with diverse groups and stakeholders. If you are passionate about public service and community engagement, this role is for you.

Benefits

Cost-shared health and dental plan

15 days of paid vacation per fiscal year

Flexible working hours

Qualifications

• Excellent interpersonal and organizational skills are essential.
• Bilingualism and experience in office management are strong assets.

Responsibilities

• Provide constituency support including casework and office management.
• Organize outreach events and maintain relationships with local stakeholders.

Skills

Interpersonal Skills

Organizational Skills

Communication Skills

Bilingual (English/French)

Time Management

Problem Solving

Customer Service

Knowledge of Government Services

Database Software Experience

Social Media Proficiency

Education

Experience in Office Environment

Knowledge of Local Community

Tools

MS Office (Word, Excel)

Google Workspace

Populus Database Software

Job description

The Office of Rod Wilson, Member of the Legislative Assembly (MLA) for Halifax Armdale is seeking a highly motivated, organized individual to provide constituency support, including office management, communications, community outreach, casework, and administrative assistance.

The successful candidate will have excellent interpersonal and communication skills, be highly organized, have experience overseeing a client-facing office with minimal supervision, and value diversity, equity, and accessibility in their work.

Office
Office of the MLA for Halifax Armdale.

Description

The Constituency Assistant provides administrative and other assistance to the elected Member of the Legislative Assembly in carrying out duties to constituents, including communication, organization, scheduling, casework, event planning, research, and some financial administration.

The Constituency Assistant often works alone in the constituency office and exercises full responsibility for the operation of the office in a manner that provides for efficient work and a safe and secure workplace, with support from the NSNDP Caucus Office, the Office of the Speaker, and House of Assembly Operations.

Responsibilities

Casework

• Undertake, investigate and complete constituency casework including:
  • obtaining approval from constituent to investigate on their behalf;
  • compiling facts based on effective questioning of constituents on issues;
  • investigating appropriate resources.
• May include completing forms or applications on behalf of the constituent with their consent.
• Maintains electronic case management system, ensuring a fully confidential process and filing that includes a proprietary case and contact database.
• Organizing outreach events such as open houses, including producing all necessary promotional and programming materials, booking venues, coordinating with potential attendees and other tasks that may be required.
• Setting up meetings between local groups and individuals with the MLA either inside or outside the office.
• Maintaining MLA calendar of activities including identifying upcoming community events.
• Maintaining relationships with local stakeholders, including unions, community groups, business associations, student groups, and religious organizations.
• Attending community meetings or activities within the constituency with or on behalf of the MLA.
• Attending to other tasks assigned by the MLA relating to maintenance of positive community relationships within the constituency, including identification of issues of concern in the constituency.

Office Management

• Manages and monitors the constituency budget allocated by the House of Assembly Management Commission and prepares all MLA expense claims for review and submission.
• Recommends purchase of furniture, equipment and technology.
• Trains and motivates volunteers and/or casual staff working in constituency office.
• Maintains constituency office with the objective of providing an efficient and orderly workplace.
• Understands and applies the Regulations of the House of Assembly Management Commission in all the above, including seeking clarification from the Office of the Speaker where questions exist.

Qualifications

• Excellent interpersonal skills.
• English/French bilingualism a strong asset.
• Excellent organizational and time management skills, including a keen attention to detail.
• Strong written and verbal communication skills, including experience drafting, formatting and editing office correspondence and promotional materials, digital and print.
• Effective communication, customer service, problem solving and decision-making skills.
• Well-developed organizational, time management and daily planning skills.
• Experience working in office environment without direct supervision is preferred.
• Knowledge of government and community-based services, community groups and organizations, and local publications considered an asset.
• Knowledge of current issues impacting the constituency considered an asset.
• Proficiency in MS Office (Word, Excel), Google Workspace, internet, email, and social media platforms (Meta suite, X).
• Experience working with database software, particularly on the Populus platform, considered an asset.
• Reside in the constituency or has direct personal knowledge of constituency, including knowledge of local groups and organizations.
• Ability to travel within constituency to carry out job-related responsibilities as required.

Compensation

• Nova Scotia Public Service Commission Pay Band EC 06 ($1,892.10 - $2,601.60 biweekly).
• 35 hours weekly (9:00am-5:00pm with some flexibility) with 15 days of paid vacation per fiscal year and cost-shared health and dental plan.

No later than 11:59 PM, Friday, January 3, 2025.

Send your resume and a cover letter by email, addressed to MLA Rod Wilson, to [e-mail], under subject line “Halifax Armdale Constituency application”. Include anything else that shows why you are a good fit for the position.

Per the Nova Scotia Public Service Commission: 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, Women and 2SLGBTQIA+ folk in occupations or positions where they are under-represented. If you are a member of one or more equity groups you are encouraged to self-identify in your cover letter or your resume.