Administrative Assistant (Secretary 2)

at  Province of Nova Scotia

Department: Community Services
Location: NEW GLASGOW
Type of Employment: Term
Union Status: NSGEU - NSPG
Closing Date: 09-Oct-24 (Applications are accepted until 11:59 PM Atlantic Time)

ABOUT US

At the Department of Community Services (DCS), we are a large and diverse department providing a broad portfolio of programs and services including Child and Family Well-being (CFW), Employment Support (ESS), Income Assistance (IA), Homelessness and Supportive Housing, and Disability Support (DSP).
Through our services, we advocate and help vulnerable Nova Scotians be independent, self-reliant, and secure. We work collaboratively across the province with a strong dedicated network of supports and staff, to achieve desired and shared outcomes for all.

PRIMARY ACCOUNTABILITIES

You will provide support to the Regional Service Delivery Manager, employees, and visitors. Your primary responsibilities include:

• Efficiently coordinating electronic calendars, arranging and organizing meetings, including handling travel accommodations
• Preparing agendas and capturing accurate minutes/notes during meetings, along with the preparation of various confidential correspondence spanning our various programs.
• Reviewing, sorting, and distributing incoming mail promptly
• Responding to inquiries from the public, and agencies while ensuring a positive and informative experience.
• Assisting in organizing various aspects of the hiring processes, coordinating staff training and other staff engagement activities.
• Ordering and tracking purchases and inventory, reconciling monthly credit card statements, and overseeing petty cash.

QUALIFICATIONS AND EXPERIENCE

You will have a one (1) year business administration course plus a minimum of three (3) years of administrative support experience, or an equivalent combination of training and experience.
You thrive in a team-oriented environment, readily stepping in to support colleagues and displaying a proactive approach. You are proficient in Microsoft programs such as Word, PowerPoint, Outlook, Excel, or equivalent office software. You’re comfortable working autonomously in a fast-paced, challenging work environment and managing tasks effectively. Demonstrating a high degree of tact and diplomacy is second nature to you, especially when dealing with sensitive issues. Meticulous organization is your forte and your keen eye for detail ensures nothing slips through the cracks. You demonstrate an ability to build and maintain positive working relationships and collaborate effectively.
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.

• Efficiently coordinating electronic calendars, arranging and organizing meetings, including handling travel accommodations
• Preparing agendas and capturing accurate minutes/notes during meetings, along with the preparation of various confidential correspondence spanning our various programs.
• Reviewing, sorting, and distributing incoming mail promptly
• Responding to inquiries from the public, and agencies while ensuring a positive and informative experience.
• Assisting in organizing various aspects of the hiring processes, coordinating staff training and other staff engagement activities.
• Ordering and tracking purchases and inventory, reconciling monthly credit card statements, and overseeing petty cash