Opportunities Administrative Support Clerk (Clerk 2)

The Legal Services Division is the governments law firm providing a full range of legal advice and services to support government operations and help government achieve its corporate priorities. With a staff of more than 160 lawyers paralegals researchers and administrative professionals the Division is one of the largest law offices in the province.

For more information on the Department of Justice Legal Services please visit our website: Our Opportunity

Under general supervision from the Legal Services Supervisor this position provides general support to the General Litigation Solicitor Services and/or the Child Protection teams. Duties involve a range of clerical tasks associated within the legal services support function. The Administrative Support Clerk works as part of a team to support Legal Services lawyers to ensure efficient and effective operations.

• Prepares and edits routine and non-routine correspondence memos and reports from straight copy shorthand notes and/or voice recordings on behalf of the lawyers.
• Coordinates all incoming and outgoing correspondence daily; receives sorts and distributes mail (paper mail and e-mail courier deliveries faxes) and reviews data for completeness and accuracy.
  Photocopies collates sorts and binds documents. Scans material into computer software programs.
• Creates new files daily as required; collects pre-sorts and files all documentation daily.
• Maintains a record of documents processed and controls to ensure completion. Maintains filing system in accordance with government records management policy.
• Assist staff members to comply with Records Management policies and procedures relative to the creation maintenance and final closing and disposal of records.
• Provides clerical support as needed.
• Liaise with clients/suppliers/vendors to exchange information and/or clarify facts to ensure timely services.
• Identifies materials and resources required for the division.
• Coordinate servicing and maintenance of print production devices.
• Manage disposal of print materials including shredding and recycling.

To be considered for this opportunity you must have at least three years of relevant experience in Records Management or an equivalent combination of training and experience may be acceptable.

You have proficient keyboarding skills and a sound knowledge of general office procedures and computer programs including MS Office MS Word Excel and Outlook.

You demonstrate accuracy and knowledge in understanding of a Records Management system (such as FileNet and STAR/STOR) and up-to-date knowledge of the guidelines and schedules. This position requires great attention to detail and time management skills. Completeness and integrity of data are crucial to inform program actions and support decision-making processes. Judgement and professionalism regarding records management is essential to safeguard security and confidentiality of government information.

You are self-motivated can work with minimal supervision and maintain the highest level of confidentiality. You exercise tact and diplomacy and have good organizational and communication skills.

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.

Applicants relying on education and experience equivalencies must demonstrate such equivalencies in their application.

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.

• Your typical work week is 35 hours with 7-hour days.
• Located in a comfortable office environment with long periods of sitting at a desk interspersed with movement to and from printers file storage areas and to deposit/retrieve mail.
• Incumbents must be able to perform physical mental and visual demands; some heavy lifting of expandable files and file boxes will be required along with the ability to retrieve files stored on high shelves.
• Must balance multiple priorities; the demand for accuracy and attention to detail in preparing documents requires acute concentration and may increase physical and mental stress.
  

This is a TEMPORARY employment opportunity with an anticipated end date of April 16 2027. The appointment status (term temporary or casual) is dependent on the start date of the successful candidate.

• 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.