Administrative Assistant, Disability Support Program (Secretary 1)

The Government of Nova Scotia•Halifax, NS

10d•Onsite

About The Position

The Department of Opportunities and Social Development (OSD) is a large and diverse department offering a broad portfolio of programs and services, including the Disability Support Program (DSP). The DSP is dedicated to fostering innovative ways to empower individuals with disabilities to pursue fulfilling lives, implementing international best practices that uphold human rights and choice. The vision is for Nova Scotia to be a place where people with disabilities can choose the life they want to live in welcoming, inclusive, and supportive communities, building authentic relationships, exploring interests, and achieving their full potential. As a Secretary with the Disability Support Program, this role is central to the department's administrative operations, providing essential support to Managers, Team Leads, and front-line staff who are working on the Human Rights Remedy to address systemic discrimination against persons with disabilities. The successful candidate will serve as the welcoming face at the front desk, assisting visitors, handling general inquiries, and supporting individuals seeking assistance and appointments with various program areas within the office. This position requires supporting multiple office locations, specifically working three days per week in the Halifax office, one day per week in Dartmouth, and one day per week in Bridgewater.

Requirements

One (1) year business course plus a minimum of two (2) years of administrative-related experience, or an equivalent combination of training and experience (Equivalencies include: Three (3) years of related experience; A related two (2) year diploma and one (1) year of experience; A related bachelor's degree)
Valid driver’s license
Reliable transportation to support travel across sites
Thrive in a team-oriented environment, readily stepping in to support colleagues and displaying a proactive approach
Proficient in Microsoft programs such as Word, PowerPoint, Outlook, Excel, or equivalent office software
Comfortable working autonomously in a fast-paced, challenging work environment and managing tasks effectively
Demonstrating a high degree of tact and diplomacy, especially when dealing with sensitive issues
Meticulous organization and a keen eye for detail
Ability to build and maintain positive working relationships and collaborate effectively

Nice To Haves

Familiarity with the Integrated Case Management (ICM) system
Experience partnering with a variety of community partners
Knowledge of disability rights or community engagement

Responsibilities

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 general inquiries and routing 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 a range of documents, including confidential correspondence and reports
Ensuring files and documentation are organized and up-to-date
Scheduling meetings and managing calendars to keep operations on track

Benefits

Defined Benefit Pension Plan
Health Insurance
Dental Insurance
Life Insurance
General illness
Short and Long Term Disability
Vacation
Employee and Family Assistance Programs
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