Administrative Assistant (Secretary 2)

Job title: Administrative Assistant (Secretary 2)

Company: Nova Scotia

Job description: Competition # : 28572

Department: Human Rights Commission

Location: HALIFAX

Type of Employment: Term

Union Status: NSGEU – NSPG

Closing Date: ​2/4/2021​ (Applications are accepted until 11:59 PM Atlantic Time)

About Us

The Nova Scotia Human Rights Commission has a unique role within Nova Scotia. It is an independent government agency tasked with administering the Human Rights Act. The Commission focuses on two key areas: providing a human rights dispute resolution process to resolve allegations of discrimination both on an individual and systemic level, and working to eliminate barriers and prevent discrimination through education, training, public engagement, and policy development. Through this work, the Commission is helping to build inclusive communities and protect human rights in Nova Scotia.

The Dispute Resolution Division is an active unit within the Commission, employing close to 60% of the Commission’s staff. The division’s work is highly sensitive and focuses on the resolution of complaints related to allegations of discrimination through various methods, such as resolution conferences and investigations.

About Our Opportunity

The Dispute Resolution Division (DRD) is looking to add a self-motivated, highly organized individual to our team of dispute resolution professionals. Under the supervision of the Manager Dispute Resolution (MDR), the Administrative Assistant provides a wide range of administrative support to the MDR and the DRD as a whole. This valued position serves to enhance the overall functioning of the division, by offering exceptional administrative leadership. The DRD will rely greatly on Administrative Assistant’s ability to multi-task and keep the DRD on track. If you are detail-oriented, achievement focused, and seeking an opportunity to play an important role in promoting a diverse and inclusive province, this position is for you!

Primary Accountabilities

In this role you will be responsible to further strengthen the administrative structure of the DRD by fulfilling the following key duties:

• assessing the current administrative structure and making recommendations for implementing change;
• responding to telephone and walk-in inquiries from the public and making referrals to appropriate staff;
• preparing confidential correspondence, complaint forms and reports, including proof reading and editing documents;
• coordinating meetings and job competitions, and preparing materials (e.g., agendas and minutes, job competition packages);
• preparing purchase orders and tracking invoices for payment;
• ensuring proper maintenance of office equipment and maintaining an inventory of office furniture and supplies;
• collecting, recording and distributing incoming mail and managing outgoing mail; and
• promoting staff training initiatives and recording training undertaken by staff.

Qualifications and Experience

Successful completion of a one (1) year business/secretarial program plus three (3) years of comparable experience. An acceptable equivalent combination of training and experience will be considered. In addition:

• You have exceptional communication skills, both verbal and written. You consistently maintain a professional and courteous disposition and hold a high standard for client service.
• You have experience working with the public and in office administration including experience with various computer applications (Windows, MS Word, Outlook, Excel, Power Point, Zoom, Microsoft Teams etc.).
• You possess excellent organizational skills and demonstrated competency in typing and word processing.
• You are self-motivated and effective at working independently under minimal supervision or as part of a team. Colleagues describe you as someone who is always willing to pitch in to get the job done as well as someone that can readily adapt to support the needs of the workplace.
• You demonstrate a strong ability to multi-task, while maintaining a keen eye for detail.
• You are accustomed to working with highly sensitive information and understand the principles of confidentiality.
• You demonstrate an awareness of Human Rights and the barriers and challenges that marginalized populations in Nova Scotia face.
• You demonstrate sound judgement and problem-solving capabilities.

Equivalency

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 to learn more about our various benefits offering and eligibility criteria.

Working Conditions

• Normal work week is 35 hours/week, 7 hours/day
• May be required to work overtime on occasion

Additional Information

This is a TERM employment opportunity with anticipated end date of January 14, 2022. 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
• Mentorship through iNSpire: a new formal, interdepartmental mentorship program that connects employees so they can gain knowledge and experience to support their career development
• Countless career paths for Nova Scotians
• Department specific flexible working schedules

Pay Grade: CL 18

Salary Range: $1,571.23 – $1,758.00 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). 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.

Expected salary: $1571.23 – 1758 per month

Location: Halifax, NS

Job date: Sat, 23 Jan 2021 04:42:53 GMT