Opportunities : Correspondence Coordinator

Tyler Data & Insights; Halifax; On-site; CAD 1,000 - 3,000; Full time

Job summary

A government department in Nova Scotia is seeking a Correspondence Coordinator to manage correspondence for various stakeholders. The role requires excellent communication, organizational skills, and proficiency in Microsoft Office. Ideal candidates will have experience in administrative support and the ability to handle confidential information. This full-time position offers a salary range of $1979.42 to $2474.28 bi-weekly.

Benefits

Defined Benefit Pension Plan

Health and Dental Insurance

Employee and Family Assistance Programs

Qualifications

• Completed office administrative program with three years of experience or equivalent.
• Proficient in the use of various Microsoft programs.
• Excellent data entry, proofreading, and grammatical skills.

Responsibilities

• Manage electronic and paper correspondence processes for the Department.
• Review and edit draft responses for professional quality.
• Maintain and monitor correspondence tracking system.

Skills

Attention to detail

Microsoft Office Suite

Organization skills

Written communication

Verbal communication

Education

Office administrative program

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Microsoft Teams

SharePoint

Job description

Overview

Competition #: 46551

Department: Communities Culture Tourism & Heritage

Location: HALIFAX

Type of Employment: Term

Union Status: Exclusion - Non Union - NSPG

Closing Date: 30-Jul-25 (Applications are accepted until 11:59 PM Atlantic Time)

About Us

The Department of Communities Culture Tourism and Heritage (CCTH) supports communities across the province to be welcoming, inclusive and accessible, providing a great quality of life for Nova Scotians and a memorable experience for visitors. We value the collective diversity of our heritage and our people and believe in the transformative nature of culture to help create healthy active growing communities.

About Our Opportunity

Under the general direction of the Senior Executive Administrative Coordinator to the Minister the Correspondence Coordinator is accountable for managing the quality and accountability of Executive Correspondence for the Department of Communities Culture Tourism and Heritage (CCTH); African Nova Scotian Affairs (ANSA); Acadian Affairs and Francophone (OAAF) and Gaelic Affairs (GA). This position requires flexibility in terms of managing workload judgment in prioritizing work and discretion when dealing with sensitive and confidential issues.

The Department of Communities Culture Tourism and Heritage processes a large volume of correspondence. The incumbent will be required to ensure all correspondence is responded to in a timely manner accurately and reflects the messaging and priorities of the Department and the priorities of Government.

Primary Accountabilities

Efficiently manages the electronic and paper correspondence process (incoming and outgoing) for the Minister(s) Deputy Minister and Associate Deputy Minister. Monitors and manages inquiries received through multiple e-mail accounts including correspondence assigned to the Minister(s) from the Premiers Office by initiating assessing logging prioritizing and establishing deadlines to appropriate subject matter experts to ensure a timely response to stakeholders the public and other levels of government. Responsible for reviewing and editing draft responses to ensure all documents are of professional quality by paying close attention to grammar sentence structure accuracy consistent messaging and appropriate formatting.

The Correspondence Coordinator is responsible for initiating draft correspondence when appropriate for the Minister Deputy Minister Associate Deputy Minister and Premier following consultation with senior management. When reviewing draft responses confidentiality and professionalism are critical the incumbent works closely with senior staff at the Department of Communities Culture Tourism and Heritage as well as the Associate Deputy Minister Deputy Minister and Minister(s).

The Correspondence Coordinator ensures that the responses reflect the departments policies procedures and guidelines as well as the priorities of CCTH and the provincial government. The Coordinator has effective communication and writing skills good interpersonal and relationship building skills as well as a strong understanding and policies and priorities of the department. The incumbent is responsible for ensuring all correspondence is of professional quality by reviewing for accuracy, required content, consistent messaging, appropriate format and correct spelling grammar and sentence structure.

Maintains a correspondence tracking system and setting and monitoring CCTH correspondence response service standards. The effectiveness of this system directly impacts the administrative processes for the Minister(s) Deputy Minister Associate Deputy Minister as well as the Department of Communities Culture Tourism and Heritage. The tracking system prioritizes correspondence tracks correspondence status establishes and monitors deadlines based on service standards. The Correspondence Coordinator ensures responses are within scheduled timelines and addresses outstanding items that do not meet deadlines.

Ensures that the correspondence tracking system is achieving desired outcomes by evaluating and monitoring the system on a regular basis and researching developing and implementing new or revised processes and best practices as required. Ensures that potential areas of concern are identified through the tracking and correspondence monitoring processes reviews to determine possible consultation with the Senior Executive Administrative Coordinator to the Minister implements approved changes and upgrades as required.

Ensures that Department of Communities Culture Tourism and Heritage correspondence files (electronic and paper) are complete up to date and readily accessible by supervising the accurate classification of records using the STAR / STOR system. Oversees the security of correspondence both paper files and electronic information for CCTH. Files will include confidential material including submissions to Executive Council and briefing material for the Minister and Deputy Minister.

Qualifications and Experience

This may be the right opportunity for you if you have successfully completed an office administrative program with three (3) years of secretarial / administrative support experience or an equivalent combination of training and experience may be acceptable.

You are a collaborative team player and have proficient skills in the use of a variety of Microsoft programs such as Word Excel PowerPoint Outlook Teams and SharePoint. You must be proficient in the use of office equipment and technology (printer laptops mobile devices laptop accessories monitors etc.) Attention to detail and a high level of accuracy in your work is essential.

You have excellent data entry proofreading and grammatical skills. You are conscientious about and accurate with your work and have well developed prioritization time management and organizational skills to effectively manage competing priorities in a busy environment.

You exercise sound judgement around issues requiring a high degree of tact confidentiality and diplomacy. You demonstrate a strong understanding of and commitment to equity diversity and inclusion.

You are a flexible and adaptable team player with strong verbal and written communication skills and excellent problem-solving skills and are solutions oriented.

Knowledge of government policies and procedures will be considered an asset.

We will assess the above qualifications and competencies using one or more of the following tools: written examination, oral presentation, 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 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

• Most of your time is spent in a comfortable office setting.
• You may occasionally be required to move / lift light objects such as office supplies equipment files and file boxes.
• You will have daily contact with departmental staff the public various Government Departments including the Premiers Office as well as other local Agencies and Institutions.

Additional Information

This is a Term employment opportunity with anticipated end date of January 6 2027. The appointment status Term 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 : EC 05

Salary Range : $1979.42- $2474.28 Bi-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 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 you require an accommodation throughout the recruitment process please contact us at

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.

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

Key Skills

Corporate Risk Management, Electronics, Infection Control, Bakery, ELV, Accident Investigation

Employment Type : Full-Time

Experience : years

Vacancy : 1

Monthly Salary : 1979 - 2474

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.

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