Regional Secretary (Secretary 3)

at  Province of Nova Scotia

Department: Environment and Climate Change
Location: SYDNEY
Type of Employment: Permanent
Union Status: NSGEU - NSPG
Closing Date: 10-Jul-24 (Applications are accepted until 11:59 PM Atlantic Time)

ABOUT US

Nova Scotia Department of Environment and Climate Change’s role is to protect the environment and human health through regulatory excellence, conservation, partnership, and promotion. To achieve this, we strive to develop legislation, regulations and policies, process notifications, applications, and approvals for regulated activities based on sound scientific knowledge and expertise.
Our goal is to educate, inspect and enforce to ensure compliance with legislation and regulations. We also proactively respond to environmental, conservation, and human health risks and work to develop programs and deliver services to enhance protection in these areas.

PRIMARY ACCOUNTABILITIES

In the role, you will Assist in the development of divisional operating procedures (DOP) for administrative and financial functions to ensure consistency of standards and service delivery. i.e., Cash Handling, Monthly Briefing Notes and File Management, etc. You will be responsible to coordinate the flow of divisional information throughout the region. You will manage the Information Tracking Systems, review, prioritize and filter information to prepare the issuance of correspondence throughout the Region. Correspondence includes Ministerial, legislative, and divisional briefing notes, inquires, Freedom of Information (FOIPOP requests), etc. You will be responsible for managing systems for efficient and accurate processing of invoice/bill payments, budget expenditure tracking forecasting, and maintenance of related records based on proper accounting and procurement policies and procedures.
Variety and complexity of the workload requires a self-directed approach to prioritize internal and external requests, typically Involving competing project work and meeting deadlines with a minimum of advance notice. You may also, on occasion, be required to provide backup for other secretaries in the department and may be assigned additional administrative responsibilities as required by the department.

QUALIFICATIONS AND EXPERIENCE

To be successful in this position, you possess a one-year business course plus 4 years related experience, or an equivalent combination of education (training) and experience may be acceptable. Proven experience with accounting and budgetary office expenditures, and records management is essential. Proficiency in work processing, data management, presentation skills, report preparation and related skills including Word, Excel, Teams, Power Point, Adobe, Internet, SAP and email along with the ability to learn other software programs is essential. Proficiency in Amanda ATS and SAP software is considered an asset.
As the successful candidate, you will have strong organizational and analytical ability, with an excellent capacity to work independently with minimal supervision. Strong interpersonal skills and judgement are necessary to deal professionally, tactfully, and effectively with clients and staff. You must maintain confidentiality and have excellent verbal and written skills. As the successful candidate, you will need to be efficient and comfortable working under pressure with tight deadlines and during periods of heavy workloads with multiple demands.
As the successful candidate, you must be a highly motived and organized with the ability to provide leadership to the Administrative Team, including training and mentoring. Attention to detail is paramount in this position to ensure tasks are completed to the highest quality.

Please refer the Job description for details