Administrative Assistant (Secretary 1)

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 Wellbeing (CFW), Employment Support and Income Assistance (ESIA), Homelessness and Supportive Housing, and Disability Support Program (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 support and staff, to achieve desired and shared outcomes for all.

About Our Opportunity

As an Administrative Assistant, you will be at the heart of our department's administrative engine, ensuring seamless operations and providing vital support to Hope Landing in Bridgewater and Nexus in Kentville. Your time will be shared evenly between both offices, providing administrative support to the Child and Youth Caring programs. Our program each provides placements to eight (8) young people between the ages of 12 and 18 years of age. We're part of beautiful communities where you will have the opportunity to establish positive connections with youth and families, during challenging times in their lives.

You'll be the welcoming face for our programs. As a key member of the team, you will be working closely with management and the leadership team, in this environment that is home to the youth that reside there.

If you're enthusiastic about making a positive first impression, juggling multiple responsibilities and are ready to make a meaningful impact, we would like to hear from you!

Primary Accountabilities

We're seeking someone who thrives on efficiency, values confidentiality, and embraces adaptability and innovation in a fast-paced setting. You are an essential team member who helps ensure the seamless flow of daily operations for both Hope Landing and Nexus. You will achieve this by:

• Effective file management to maintain and organize files and ensuring swift and accurate information retrieval.
• Assist with documentation for interviews and hiring procedures, ensuring deadlines are met.
• Managing document workflows, including faxing, copying, and scanning.
• Maintaining employee files, including trainings and certificates.
• Overseeing annual policy reviews documentation for employees.
• Maintaining petty cash and billings for the programs and keeping a tracker to ensure accuracy.
• Ensuring that office supplies are ordered and stocked throughout the programs.
• Assistance with licensing documentation as required.
• Exercising discretion in typing a variety of documents, including confidential correspondence and reports.).
• Keeping files and documentation meticulously organized and up-to-date
• Scheduling meetings, taking minutes, and managing calendars to keep tasks on track.

Qualifications and Experience

To be successful in this role, you will have a one (1) year business course plus a minimum of two (2) years of related experience. An equivalent combination of training and experience will be considered.

You must demonstrate:

• Proficiency in Microsoft programs such as Word, PowerPoint, Outlook and Excel.
• An ability to work collaboratively in a team-oriented environment.
• Ability to exercise sound judgement around sensitive and confidential issues requiring a high degree of tact and diplomacy.
• Excellent organizational, communication (written & verbal) and interpersonal skills with an ability to manage competing priorities.
• Ability to work independently in a fast-paced, challenging work environment.
• Attention to detail and accuracy while managing tasks effectively, with an eye for continuous process improvements.
• Sensitivity to cultural differences while building working relationships and engaging with diverse staff and clients, ensuring respectful and inclusive experience.

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

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:

• Three (3) years of related experience
• A related two (2) year diploma and one (1) year of experience
• A related bachelor's degree

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

You must have the ability to travel between Hope Landing and Nexus. You may need to work flexible and adjusted work hours, as required. While onsite, your time is spent in a comfortable office setting. Occasionally you may need to move or lift objects such as boxes or files. You will have daily contact with the public, various Government Departments as well as other local Agencies.

Your normal work week is 35 hours/week, 7 hours/day.

Additional Information

You will work 50% of the time in the Hope Landing Office and 50% of the time in the Nexus Office. Travel expenses will be covered, in accordance with collective agreement.

This is a term opportunity with an anticipated end date of May 20, 2025. The appointment status ('term', 'temporary' or 'casual') 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.