Secretary 3

Government of Nova Scotia; Halifax; On-site; CAD 48,000 - 53,000; Full time

Benefits offered by this job

Defined Benefit Pension Plan

Health, Dental, Life Insurance

Vacation and disability benefits

Employee and Family Assistance Program

Job summary

The Government of Nova Scotia, Department of Communities, Culture, Tourism and Heritage, is seeking a Secretary 3 to provide administrative and coordination support to the Executive Director of Policy and Corporate Services.

You will manage the ED's schedule, handle records, process financial information, and ensure deadlines are met while maintaining smooth information flow with internal and external partners.

Qualifications

• Experience managing schedules, scheduling meetings, correspondence, tracking deadlines, and follow-up activities.
• Experience preparing, organizing, and maintaining accurate documents, files, and records.
• Ability to organize competing priorities and respond to changing or time-sensitive requirements.
• Ability to communicate clearly and professionally when responding to inquiries and sharing information with internal and external partners.

Responsibilities

• Manage the Executive Director's schedule and prepare for meetings.
• Track correspondence, deadlines, items requiring approvals, and required follow-up.
• Maintain accurate records and support effective information management.
• Coordinate briefing materials and other documents through review and approval processes.
• Complete financial and administrative transactions.
• Prepare, organize, and coordinate correspondence and other documents.
• Respond to routine inquiries and direct requests to the appropriate area.
• Support the timely flow of information across the divisions and departments.

Skills

Schedule management

Record keeping

Communication

Prioritization

Education

One-year business course

Job description

Competition # : 50349

Department: Communities, Culture, Tourism & Heritage

Location: HALIFAX

Type of Employment: Permanent

Union Status: NSGEU - NSPG

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

About Us

The Department of Communities, Culture, Tourism and Heritage 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

As the Secretary 3, you provide administrative and coordination support to the Executive Director of Policy and Corporate Services at Communities, Culture, Tourism and Heritage. Your work helps the division stay organized, respond to requests, and move important documents and action items forward.

You will manage the Executive Director's schedule, manage records and correspondence, process administrative and financial information, and follow up on deadlines. You will also help maintain a reliable flow of information among colleagues and internal and external partners. You regularly work with departmental staff, senior officials, other government departments, external agencies, vendors, and members of the public.

Primary Accountabilities

In this role, you will:

• Manage the Executive Director's schedule and prepare for meetings.
• Track correspondence, deadlines, items requiring approvals, and required follow-up.
• Maintain accurate records and support effective information management.
• Coordinate briefing materials and other documents through review and approval processes.
• Complete financial and administrative transactions.
• Prepare, organize, and coordinate correspondence and other documents.
• Respond to routine inquiries and direct requests to the appropriate area.
• Support the timely flow of information across the divisions and departments.
• Help apply and maintain established administrative processes and procedures that support divisional operations and program delivery.

Qualifications And Experience

You have completed a one-year business course and have at least four (4) years of related administrative experience. An equivalent combination of training and experience may be considered.

Through Your Education And Experience, You Can Demonstrate

• Experience managing schedules, scheduling meetings, correspondence, tracking deadlines, and follow-up activities to help keep work moving forward.
• Experience preparing, organizing, and maintaining accurate documents, files, and records.
• The ability to organize competing priorities and respond to changing or time-sensitive requirements.
• The ability to communicate clearly and professionally when responding to inquiries and sharing information with internal and external partners.

While not required, it is considered an asset if you have:

• Experience providing administrative support in a government, municipal, or similarly structured organization.
• Experience tracking high volumes of correspondence, requests, and competing deadlines.
• Experience completing financial and administrative transactions.
• Experience maintaining records in accordance with established information-management processes.

We will assess the above qualifications and experience using tools such as assessments, presentations, interviews, reference checks, etc.

Equivalency

Skills

We recognize equivalent combinations of training, education, and experience, providing opportunities for individuals with diverse backgrounds to contribute their skills and expertise. Equivalencies include, but are not limited to:

• Completion of a related Bachelor's degree and one (1) year of related experience
• Completion of a related Diploma and three (3) years of related experience
• At least five (5) years of related experience

Applicants relying on education and experience equivalencies must demonstrate such equivalencies in their application.

Benefits

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
• A Dynamic, client-focused office environment where service excellence and teamwork are our focus

Pay Grade

CL 22

Salary Range

$2,123.03 - $2,348.18 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, 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].

This Is a Bargaining Unit Position

Initially Restricted To Current Civil Service Employees Represented By The Nova Scotia Government Employees Union (NSGEU).

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.

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 concerns may be directed to [e-mail].