Office Manager

Nova Scotia; Halifax; On-site; CAD 50,000 - 63,000; Full time

Benefits offered by this job

Career development

Engaging workplace

Many career paths

Job summary

The Office Manager in the Planning and Preparedness Branch will provide high-level administrative support to management teams, handling confidential tasks with sound judgment and a detail-oriented approach.

The role requires strong knowledge of office practices, procurement processes, and records management, with experience in FOIPOP and ministerial sign-offs. A four-year-equivalent combination of training and experience is acceptable.

Qualifications

• A completed one-year business course and a minimum of four (4) years of related experience if office management is required, or an equivalent combination of training and experience may be acceptable.
• Demonstrated experience as a senior administration professional
• Demonstrated experience that shows significant attention to detail
• Demonstrated experience in accounts payable and budget forecasting
• Demonstrated experience in dealing with confidential information in a government setting
• Excellent verbal and written communication and persuasion skills

Responsibilities

• Manages calendar appointments and assesses issues, gauging urgency and reviewing priorities and previous commitments to address scheduling conflicts.
• Manages FOIPOP requests and records management requirements.
• Manages correspondence routing, formatting, and approvals.
• Facilitates scheduling of interviews and onboarding of new staff for the management team.
• Coordinates deputy and ministerial sign-off and approval of expenditures and authorizes purchase of office supplies and related expenditures.
• Processes invoices, tracks payments and monitors forecast documents.
• Supports staff in completing some procurement processes through FlexTrack and Ariba.
• Provides backup to the other officer manager positions and the Minister/DM office as required.
• Supports the operations of the department during emergencies, in office or in the field.

Skills

Office management

FOIPOP requests

Budget forecasting

Confidential information handling

Verbal and written communication

Education

1-year business course

4+ years related experience

Tools

FlexTrack

Ariba

Job description

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Union Status: Exclusion - Non Union - NSPG

Closing Date:04-Nov-26 (Applications are accepted until 11:59 PM Atlantic Time)

About Us

The Department of Emergency Management is responsible for leading disaster and emergency planning, preparedness, response and recovery activities on behalf of the Province of Nova Scotia. The objective of the Department is to ensure that Nova Scotians are safe, prepared and resilient in the face of disasters and emergencies. The Department leads the coordination and co-operation of partners and resources during provincial-level critical incidents, supports municipal and other partners in regional-level and local events, administers the province’s 911 service, maintains critical communications infrastructure and supports operations of our regional emergency management centres. The Department also works to ensure critical government services continue to function during and after critical events.

The Planning and Preparedness Branch enhances preparedness, reduces vulnerabilities, and ensures a coordinated response to critical incidents and emergencies by:

• Standing up and deploying the Nova Scotia Guard
• Reviewing comprehensive emergency management programs by the province and municipalities and ensuring they are robust
• Conducting thorough risk assessments and advising on mitigation strategies
• Administering the Disaster Financial Assistance program to ensure recovery takes place as quickly as possible
• Leading strategic policy, including the management of federal and regional agreements and management of legislation, regulations, policies, establishing standards and preparedness initiatives
• Supporting effective risk management and business continuity for the Province, municipalities, and critical infrastructure partners
• Managing the resiliency office

About Our Opportunity

The Office Manager will support the management teams of the Planning and Preparedness Branch and will perform a wide range of complex officer manager and admin support duties of a confidential nature that require good judgment and attention to detail.

The successful candidate will work under minimal direction and have a very good knowledge of office practices and procedures and a comprehensive knowledge of departmental functions.

Primary Accountabilities

The Office Manager provides office management support for the branch and reports to the Executive Director. Some key responsibilities include:

• Manages calendar appointments and assesses issues, gauging urgency and reviewing priorities and previous commitments to address scheduling conflicts.
• Manages FOIPOP requests and records management requirements.
• Manages correspondence routing, formatting, and approvals.
• Facilitates scheduling of interviews and onboarding of new staff for the management team.
• Coordinates deputy and ministerial sign-off and approval of expenditures and authorizes purchase of office supplies and related expenditures.
• Processes invoices, tracks payments and monitors forecast documents.
• Supports staff in completing some procurement processes through FlexTrack and Ariba.
• Provides backup to the other officer manager positions and the Minister/DM office as required.
• Supports the operations of the department during emergencies, in office or in the field.

Qualifications and Experience

A completed one-year business course and a minimum of four (4) years of related experience if office management is required, or an equivalent combination of training and experience may be acceptable.

As an office manager, youmust possess the following:

• Demonstrated experience as a senior administration professional
• Demonstrated experience that shows significant attention to detail
• Demonstrated experience in accounts payable and budget forecasting
• Demonstrated experience in dealing with confidential information in a government setting
• Excellent verbal and written communication and persuasion skills

The following will be considered an asset:

• Experience that demonstrates an exceptional ability to multi-task and manage complex projects
• Experience that shows an ability to use tact and sound judgment when dealing with a difficult person or situation

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

An equivalent combination of training, education and experience will be considered. Applicants relying on education and experience equivalencies must demonstrate such equivalencies in their application.Equivalent experience and training include, but are not limited to:

• Minimum of 5 years of professional administration 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

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:EC 06

Salary Range:$2,217.93- $2,772.41Bi-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, Persons of African Descent, Racialized Persons, Persons with Disabilities, 2SLGBTQIA+ Persons 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].

Current government employees may access this posting through the link below:

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 concernsmay be directed [e-mail].