Department: Communities, Culture, Tourism & Heritage
Location: HALIFAX
Type of Employment: Term
Union Status: NSGEU - NSPG
Closing Date: 10-Oct-23 (Applications are accepted until 11:59 PM Atlantic Time)
Nova Scotia’s culture and heritage contribute to vibrant communities and enrich the quality of life in every part of the province. The Department of Communities, Culture and Heritage invites Nova Scotians to experience and participate in our rich cultural expression.
By exploring our past, we appreciate where we came from. This enriches our lives today and gives us insight for times ahead. Through investing in our future, we help realize the potential of our people and talents. We foster an environment that embraces ideas and innovation. Jobs are generated and our creative economy flourishes. Encouraging cultural expression brings life to our communities. We each contribute to the province we call home through distinct perspectives and traditions. Together, our diversity defines the uniqueness of Nova Scotia.
As the Administrative Assistant, you will be essential to the effective management, coordination and efficient day-to-day operations of the office and a critical member of the team, helping to keep the office running smoothly. You will provide administrative support to all Directors and employees in the Policy and Corporate Services Division
You will provide support to the Grants Management team and divisions within the department supporting the grant application lifecycle.
The broad scope of contacts and relationships requires a comprehensive knowledge of all facets of Communities, Culture, Tourism and Heritage, along with government policies and procedures.
This position reports to the Manager Corporate Services.
- Welcomes visitors, redirects and/or responds to incoming mail, emails, phone calls
- Coordinates the sending and receiving of packages
- Handles invoices processing, journal voucher and cheque requisition to ensure proper procurement procedures are followed
- Oversees dept asset inventory using Provincial Asset Management (Archibus)
- Ensures the office is equipped with necessary office supplies, technology and coordinates ergonomic assessment
- Provides administrative support to all directors in the Policy and Corporate Services Division as well as coordinating meetings and boardroom management
- Assist with Records Management
- Grant application data entry
To be successful in the secretary position, you will have Grade 11 and a one-year business course and three years of related experience (such as administrative support/secretarial). An equivalent combination of education and experience will be considered.
You are a self-motivated individual who works well independently, and participates fully in a team environment, you value the concepts of equity, diversity, and inclusion in all areas of your work. You have exceptional communication skills (written and verbal) with an ability to address and manage client inquiries both in person and by phone. You exercise sound judgement and maintain strict confidentiality, while establishing effective working relationships, confidentiality, tact, and diplomacy.
You possess strong interpersonal and organizational skills, strong initiative and good judgement while planning work according to priorities and deadlines with a high attention to detail. You are proficient in using Microsoft Office programs (Word, Excel, Outlook) and keyboarding, and have receptionist skills with proficient problem-solving abilities.
An equivalent combination of training, education and experience will be considered. Applicants relying on education and experience equivalencies must demonstrate such equivalencies in their application.
- SAP Grants Management System (SAP Grantor)
- SAP Financial System (ECC)
- Archibus Provincial Asset Management
We will assess the above qualifications using one or more of the following tools: written examination, standardized tests, oral presentations, interview(s), and reference checks.
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. Click here to learn more about our various benefits offerings and eligibility criteria.
Precautions have been put in place to follow public health’s policies.
Please note this position is required to work on-site from Monday to Friday.
This is a term employment opportunity with an anticipated end date of November 30, 2024. The appointment status (‘term’, ‘temporary’ or ‘casual’) is dependent on the start date of the successful candidate.
Pay Grade: CL 18 -
Salary Range: $1,675.62 - $1,874.80 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.
Current government employees may access this posting through the link below:
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 [email protected].
