Administrative Assistant (Secretary 2)
The Court Services Division of the Nova Scotia Department of Justice
Competition # : 33913
Department: Justice
Location: HALIFAX
Type of Employment: Term
Union Status: NSGEU – NSPG
Closing Date: 1/21/2022 (Applications are accepted until 11:59 PM Atlantic Time)
About Us
The Court Services Division of the Nova Scotia Department of Justice is dedicated to excellent service and the provision of fair and accessible administration of justice, including court administration and security.
The Division provides administrative support to the courts listed: Nova Scotia Court of Appeal, Supreme Court of Nova Scotia (including Family Division), Provincial Court, Family Court, Small Claims Court, Probate Court and Bankruptcy Court. The courts act independently from the government to address individual cases.
For more information on the Department of Justice Court Services please visit our website: https://novascotia.ca/just/Court_Services/
About Our Opportunity
Under the broad supervision of the Court Administrator of the Halifax Law Courts, the incumbent acts as an administrative assistant. In that capacity, the incumbent performs organizational, secretarial, clerical and executive assistant duties independently. The Administrative Assistant is guided by policies and procedures developed by the Court Administrator, Division or Department. The incumbent is key to the functioning of the administration of the Justice Centres and provides support to the Court Administrator and the Supervisor(s) in the completion of several routine duties. The incumbent also provides an organizational framework within which policy can be created and carried out.
Primary Accountabilities
Review and proof documents and presentations, drafting correspondence and memorandums, transcribing dictation, occasionally answering general telephone inquiries and supporting court administration maintaining a filing system, maintaining a bring forward system, compiling materials for presentations and training , arranging meetings ,drafting agendas and keeping minutesof including the distribution of minutes, maintaining appointment calendars, opening mail and preparing routine replies, maintaining manuals and preparing statistical or factual information
Liaise and interact on behalf of the Court Administrator with members of the Department and the judiciary
Perform records and file management in accordance with departmental policy supporting retention and STAR/ STOR, procedure and practice order stationary supplies, uniform and equipment and maintain the stock room for support staff and judges
Ensure all purchases upon direction from the Court Administrator are ordered, accounted for, and posted to the budget, to ensure that the budget is current and respond to the status of these aspects of the budget, processing of AP and creating electronic records of all accounting
Maintains personnel files for staff who report to the Court Administrator and create / maintain electronic records
Prepares the absentee report for the Court Administrator and preparing/maintaining a vacation schedule as required
Maintains and updates annually the fixed goods inventory for the Halifax Law Courts and satellite courts, assist with surplus inventory lists and distribution between courthouses, surplus and storage
Qualifications and Experience
To be considered for this opportunity, you have successfully completed a one year secretarial/commercial course and hold three years of experience, in a legal setting. An equivalent combination of training and experience may be considered.
You have excellent typing, transcribing skills, organizational, administrative, and interpersonal skills. You are also proficient in Microsoft Suite programs (Word, especially Excel, PowerPoint, full Outlook capabilities and MS Teams). Familiarity with financial transactions and invoicing, accounts payable and working with vendors required. You are a self-starter and work effectively with minimum supervision. You work effectively in a challenging, continuously evolving work environment. The successful candidate must also exercise a high degree of independent action and professionalism. Effective communications and the ability to interact with staff, the legal profession, senior government officials, judiciary, vendors and the general public is required. Strong ability to maintain confidentiality and work with great discretion.
Knowledge of the Justice System is an asset.
We will assess the above qualifications using one or more of the following tools: written examination, standardized tests, oral presentations, interview(s), and reference checks.
Equivalency
Include, but not limited to:
Four years or more of directly related work experience
2 years of relevant study in addition 2 years of related work experience.
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 offering and eligibility criteria.
Working Conditions
Normal work week is 35 hours/week, 7 hours/day
May be required to work overtime on occasion
May be required to travel to satellite courthouse in Dartmouth on occasion
May be required to light lifting (file boxes onto carts, stationary orders)
Additional Information
This is a term, full-time position based in Halifax with a projected end date of November 30, 2022. The status of the vacancy (Term, or Temporary) is dependent on the start date of the incumbent, and the overall duration of the vacancy, in accordance with the collective agreement.
On October 6, 2021 the Government of Nova Scotia announced full vaccination will be a condition of employment for new staff being hired. View News Release
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 18
Salary Range: $1,579.09 – $1,766.79 Bi-Weekly
To Apply:
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.