Opportunities Administrative Assistant (Secretary 1)

About Us

At the Department of Opportunities and Social Development (OSD) we are a large and diverse department providing a broad portfolio of programs and services including Child and Family Wellbeing (CFW) Employment Support Services(ESS) Income Assistance (IA) 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 supports and staff to achieve desired and shared outcomes for all.

About Our Opportunity

As the Secretary you will be at the heart of our departments administrative engine ensuring seamless operations and providing vital support to our staff.

Youll be the welcoming face at the front desk assisting visitors and stepping in as a reliable backup for your fellow clerical team members. If youre enthusiastic about maintaining efficiency and making a positive first impression we invite you to be a key part of our team.

Primary Accountabilities

This role is diverse requiring your efficiency confidentiality and adaptability in a fast-paced environment. Your contributions will be integral to meeting tight operational deadlines and ensuring the smooth flow of our operations. Key responsibilities of yours include:

• Maintaining and organizing files using the STAR/STOR system ensuring information retrieval is swift and accurate.
• Document management including faxing copying scanning and filing.
• Responding to Freedom of Information and Protection of Privacy (FOIPOP) requests by promptly retrieving the necessary information to facilitate requests.
• Processing incoming and outgoing mail efficiently.
• Responding to general inquiries and routing calls to the appropriate contacts.
• Ensuring discretion when typing a range of documents including confidential correspondence and reports and entering client notes into the Integrated Case Management System (ICM).
• Ensuring files and documentation are organized and up-to-date.
• Scheduling meetings and managing calendars to keep operations on track.

Qualifications and Experience

You will have a one (1) year business course plus a minimum of two (2) years of related experience or an equivalent combination of training and experience.

You thrive in a team-oriented environment readily stepping in to support colleagues and displaying a proactive approach. You are proficient in Microsoft programs such as Word PowerPoint Outlook Excel or equivalent office software. Your ability to navigate these tools efficiently is crucial to your role. Youre comfortable working autonomously in a fast-paced challenging work environment and managing tasks effectively. Demonstrating a high degree of tact and diplomacy is second nature to you especially when dealing with sensitive issues. Meticulous organization is your forte and your keen eye for detail ensures nothing slips through the cracks. You demonstrate an ability to build and maintain positive working relationships and collaborate effectively.

While not required familiarity with the Integrated Case Management (ICM) system would be a valuable asset.

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 bachelors 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

Most of 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. You may need to workflexible and adjusted work hours as required.

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.