Administrative Assistant (Secretary 3 ) Job at Province of Nova Scotia
Department: Agriculture
Location: BIBLE HILL
Type of Employment: Permanent
Union Status: NSGEU - NSPG
Closing Date: 1/10/2023 (Applications are accepted until 11:59 PM Atlantic Time)
About Us
At the Department of Agriculture, our vision is to create a Nova Scotia agriculture and agri-food industry that is diversified, market-focused and profitable. We work to support the development of competitive, sustainable and profitable agriculture and agri-business industries that contribute to the economic, environmental and social prosperity of Nova Scotia.
About Our Opportunity
The Department of Agriculture is hiring for three Executive Assistants (Two permanent opportunities, one term opportunity). As a Secretary 3, you will provide independent executive-level administrative support to one of the following members of our Senior Leadership Team:
- Executive Director of Agriculture Risk Management and Lending (Permanent opportunity)
- Executive Director of Industry Development (Permanent opportunity)
- Executive Director of Agriculture and Food Operations (Term opportunity)
Primary Accountabilities
Daily, you will use your exceptional leadership and interpersonal skills, independent judgement, and decision-making skills to support the Executive Director. You are a key point of contact and liaison with senior officials in other government departments, external agencies, and the public. With your expertise, you ensure efficient operations and effective office management including:
- Providing routine and non-routine secretarial and office duties for the Executive Director including complex correspondence, memos, reports, etc.
- Communicating the Executive Director's instructions or desires to various individuals and/or units and provides and obtains information from other managers.
- Managing and coordinating the day-to-day operations of the ED’s office, organizing and managing the ED’s schedule, coordinating resources and overall planning
- Assessing issues, gauging urgencies and reviewing priorities and previous commitments.
- Serving as main point of contact and quality control for a large volume of inquiries and providing quality assurance of documents.
- Developing, administering and coordinating systems for recording and tracking briefings
- Monitoring incoming/outgoing letters, issues, briefing notes, determining and coordinating action items for follow-up, monitoring for compliance with deadlines and conduct information gathering for media issues, initiatives and briefing notes.
- Serving as administrative liaison with other offices and tracking financial activities
- Leading and guiding efforts of the branch administrative support team in developing and implementing administrative operational and process improvement change projects
- Maintaining, and updating various databases to ensure easy and reliable access to information.
Qualifications and Experience
To be successful in this role, you have completed a 1 year business course plus 4 years related experience; or equivalent combination of training and experience may be acceptable.
A recognized office administration program and have several years of experience supporting senior level administration and coordination would be considered as an asset.
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 to all areas of your work. You possess excellent interpersonal skills, grammar, proofreading and secretarial skills with exceptional organizational skills with the ability to manage competing priorities. Your have excellent communication skills (written and verbal) with an ability to address and manage client inquiries both in person and by phone.
You have direct experience tracking, composing, and editing correspondence and are well versed in maintaining paper and electronic files in accordance with record management principles. As well you will have experience in calendar management including scheduling and organizing appointments for multiple partners.
You have demonstrated proficiency in Microsoft applications (Word, Excel, Outlook) both hardware and software and experience with accounting, and knowledge of STAR/STOR.
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
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.
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. Click here to learn more about our various benefits offerings and eligibility criteria.
Additional Information
This competition will be used to staff up to three Secretary positions (Two permanent, one term) within the Department of Agriculture. Applicants will be considered for all vacancies
Please note, one of the positions being posted as a Term status position has an end date of December 31, 2023; however, the position 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.
- Department Specific Flexible working schedules.
Pay Grade: CL 22
Salary Range: $1,868.53 - $2,066.70 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). If applying from outside a government office, employees must apply correctly via this link:
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 Competitions@novascotia.ca.
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