Opportunities Administrative Assistant, Disability Support Program (Secretary 1)

Designation Status

About Us

At theDepartment 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).

The Disability Support Program (DSP) is committed to fostering innovative ways to empower individuals with disabilities to pursue their vision of a fulfilling life. We are on a journey to implement international best practices that uphold human rights and choice to enhance the way people engage with their communities. We envision Nova Scotia as a place where people with disabilities can choose the life they want to live in communities that are welcoming inclusive and supportive. A life where individuals can build authentic relationships explore their interests and achieve their full potential as valued citizens in their community.

About Our Opportunity

As a Secretary with the Disability Support Program you will be at the heart of our departments administrative engine ensuring seamless operations and providing vital support to our team of Managers Team Leads and front-line staffwho are contributing to theHuman Rights Remedy addressing systemic discrimination against persons with disabilities.

Youll be the welcoming face at the front desk assisting visitors fielding general inquiries and supportingindividuals seeking support and appointments with other program areas located in this office.

This position supports multiple office locations to support our teams operations. The successful candidate will be required to work three (3) days per week in our Halifax office one (1) day per week in Dartmouth and one (1) day per week in Bridgewater.

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 DSP operations. Key responsibilities of yours include:

• Maintaining and organizingfiles using the STAR/STOR system ensuring information retrieval is swift and accurate.
• Document management including faxing copying scanning and filing.
• Responding togeneral inquiries androuting calls to the appropriate contacts.
• Processing incoming and outgoing mail efficiently.
• Registers and maintains accurate client records in ICM ensuring information is entered updated and managed in a timely and confidential manner.
• Ensuring discretion when typing arange of documents including confidential correspondence and reports.
• Ensuring files and documentation are organized and up-to-date.
• Schedulingmeetings and managingcalendars 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 administrative-related experience or an equivalent combination of training and experience.

Regular travel between office locations is a requirement of this role. As such candidates must possess a valid drivers license and have reliable transportation to support travel across sites.

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. Youre comfortable working autonomously in a fast-paced challenging work environment and managing tasks 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 experience partnering with a variety of community partnersand knowledge of disability rights or community engagement are considered strong assets.

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

Regular travel between office locations is a requirement of this role. As such candidates must possess a valid drivers license and have reliable transportation to support travel across sites.

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.

Additional Information

This position supports multiple office locations to support our teams operations. The successful candidate will be required to work three (3) days per week in our Halifax office one (1) day per week in Dartmouth and one (1) day per week in Bridgewater.

This is a TERM employment opportunity with an anticipated end date ofMarch 31 2027. The appointment 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.