Administrative Specialist (Secretary 2)

Job description

Competition # : 29935 Department: Labour and Advanced Education Location: HALIFAX Type of Employment: Term Union Status: NSGEU - NSPG Closing Date: 4/13/2021 (Applications are accepted until 11:59 PM Atlantic Time) About Us
The Organizational Health and Professional Services division is responsible for four key areas of work - Facilities and Health and Safety, Records and Information Management, and Organizational Health. This work impacts all employees in Labour and Advanced Education.
This division is part of the Corporate Policy and Services Branch and our focus is on providing excellence in client service for all 20 of our departmental offices across the province.The Department of Labour and Advanced Education (LAE) works to provide fairness, safety and prosperity for all Nova Scotians by helping them live, learn and work to their highest potential. We have a team of more than 500 people working from offices throughout Nova Scotia, who together are responsible for workplace and public safety, pensions, apprenticeship, adult education, and many other facets of everyday life. About Our Opportunity
The Organizational Health & Professional Services division is internally focussed and includes facility, health and safety work as well as supporting the Organizational Health framework for the department. Your work is a part of a team that is focussed on supporting the safety, health and wellbeing of everyone in the department. It is a role where you can have a positive impact working with your colleagues every day. Primary Accountabilities
This role reports to the Director and provides administrative support to the Director, Managers, and divisional and branch staff. You will ensure the effective management, coordination and efficient operation of the office. You are a leader on the team and we count on your expertise and excellent client services to provide various administrative support. You will work in a highly collaborative and energic environment and will carry out the day-to-day administrative functions with minimal direction. You will act as the liaison for staff, external vendors and stakeholders in a confidential manner. The functions of this role include the following, but are not limited to:
Calendar Management-Manages the Director, Managers and other team member’s electronic calendars Facilities Management-Monitors and manages divisional inboxes and updates divisional tracking systems and responds to facility requests Financial Management-Budgeting, procurement requests, process invoices for payment, travel requests, and expense claims Information Management-Maintain filing and retrieval systems including electronically using government records management policy Document Creation-Prepare reports, briefing materials, and presentations Arrange meetings, events, videoconference calls and teleconferences Prepare agendas and minutes You will be a member of the Corporate Policy and Services Administrative/Operations Team and may be required to provide back up to another admin colleague within the team Qualifications and Experience
You have completed Grade 11 and a 1- year business course plus 3 years related experience, or equivalent combination of training and experience may be acceptable.
As the successful candidate, you will possess advanced skills in MS Office Products, including MS Outlook, Word, Teams, Excel, and PowerPoint. You have experience with meeting preparations, electronic filing, preparation of reports, and processing invoices for payment as well as excellent typing, proofreading and grammatical skills. This position requires excellent judgment and an ability to balance multiple priorities under tight deadlines with a strong eye for attention to detail to ensure accuracy. Strong interpersonal, communication and administration skills are essential as is confidentiality and the ability to work in a team environment.
Assets for this position include: Experience with Visio and Publisher
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
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 Health, Dental, Life Insurance, Pension, General Illness (Short and Long Term), Vacation and Employee and Family Assistance Programs. Additional Information
This is a 1- year term opportunity with an anticipated end date of May 15, 2022; however, the position status, (“term,” “temporary,” or “causal”) 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. Mentorship through iNSpire: a new formal, interdepartmental mentorship program that connects employees so they can gain knowledge and experience to support their career development. Countless career paths for Nova Scotians. Department specific flexible working schedules.
Pay Grade: CL 18 Salary Range: $1,579.09 - $1,766.79 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.
This is a bargaining unit position initially restricted to current civil service employees represented by the Nova Scotia Government Employees Union (NSGEU).
Failure to apply correctly means that your application will not be given first consideration as a bargaining unit applicant, and will only be included if external applications are pursued.
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.
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

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