Secretary 2 (Administrative Assistant)

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

Job summary

An established industry player is seeking a dedicated administrative professional to support the Courts Management Team. In this role, you will handle a variety of tasks, from preparing documents and reports to managing appointments and liaising with legal professionals. Ideal candidates will possess strong organizational and interpersonal skills, along with proficiency in Microsoft Suite. This position offers a chance to contribute to the fair administration of justice while working in a dynamic environment. If you thrive in high-demand situations and are eager to make a difference, this opportunity is for you.

Benefits

Defined Benefit Pension Plan

Health Insurance

Dental Insurance

Life Insurance

Short and Long Term Disability

Vacation

Employee and Family Assistance Programs

Career Development Resources

Ongoing Training

Engaging Workplace Environment

Qualifications

• Excellent typing and transcribing skills required.
• Experience in a legal setting is essential.
• Proficient in Microsoft Suite programs.

Responsibilities

• Provide secretarial and administrative support to the Courts Management Team.
• Prepare correspondence, reports, and agendas for meetings.
• Manage filing and record retention systems.

Skills

Microsoft Suite (Word, Excel, PowerPoint, Outlook)

Typing and Transcribing Skills

Organizational Skills

Interpersonal Skills

Knowledge of the Justice System

Education

One Year Secretarial/Commercial Course

Four Years of Related Work Experience

Job description

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Closing Date: 21-May-25 ( Applications are accepted until 11:59 PM Atlantic Time)

About Us

The Court Services Division of the Nova Scotia Department of Justice is dedicated to excellent service and the provision of fair and accessible administration of justice.

The Division provides administrative support to the courts listed: Nova Scotia Court of Appeal, Supreme Court of Nova Scotia (including Family Division), Provincial Court, Family Court, Small Claims Court, Probate Court and Bankruptcy Court. The courts act independently from the government to address individual cases.

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

The duties include responding to inquiries from clients, stakeholders, the legal community and outside agencies and vendors; preparing correspondence, reports and special projects; preparing agendas and taking minutes of meetings;transcribing, processing invoices, maintaining a filing and record retention system. Under general supervision, provides secretarial and administrative support to the Courts Management Team at the Halifax and Dartmouth Provincial Court.

Primary Accountabilities

• Review and proofread documents and presentations, answertelephone inquiries, maintaina filing system andbring forward systems,materials, notices,agendas and statistics for meetings, including the preparation anddistribution of minutes;maintainappointment calendars, openmail and prepareroutine replies, maintainmanuals and preparestatistical or factual information
• Liaise and interact on behalf of the Court Administrator orSupervisor(s) with members of the Department and the judiciary
• Perform records and file management in accordance with departmental policy, procedure and practice; order stationary suppliesand equipment and maintain the stock room for support staff and judges
• Ensure all purchases upon direction from the Court Administrator are ordered, accounted for and posted to the budget, to ensure that the budget is current and respond to the status of these aspects of the budget
• Maintainpersonnel files for staff who report to the Court Administrator or the Supervisor(s)

Qualifications and Experience

As the successful candidate you will havecompleteda one year secretarial/commercial course and have three years ofexperiencein a legal setting, or an acceptable equivalent.

Yourexcellent typing, transcribing skills, organizational, administrative, and interpersonal skills are required. As well, you must be proficient in Microsoft Suite programs (Word, Excel, PowerPoint, Outlook). Familiarity with financial transactions and invoicing, accounts payable and working with vendors required. You willdemonstrate an ability to be a self-starter and work under minimum supervision. Demonstrated experience working in a high demand, high stress environment would be an asset. The successful candidate must exercise a high degree of independent action. Knowledge of the Justice System is preferred.Effective communications and the ability to interact with staff, the legal profession, senior government officials, judiciary, vendors and the general public is required.

Equivalency

Equivalencies include, but are not limited to:

• Four years or more of related work experience in a legal setting

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
• This position is based out of two locations and will require a regular presence at both Halifax and Dartmouth Provincial Court. Travel between the two locations may vary depending on operational needs
  

Additional Information

This competition is to fill a permanent employment opportunity based in Halifax, NS.

As part of the competition process, candidates may be required to complete some Grammar, Excel/PowerPoint or related assessments.

This position will require an enhanced level of security for an external application.

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.

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 [e-mail].