Administrative Assistant (Secretary 2) (Temporary)

The Government of Nova Scotia • Halifax, NS

18h • CA$26 - CA$30 • Hybrid

About The Position

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. 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.

Requirements

• Completed a one year secretarial/commercial course.
• Three years of experience in a legal setting, or an acceptable equivalent.
• Excellent typing skills.
• Excellent transcribing skills.
• Excellent organizational skills.
• Excellent administrative skills.
• Excellent interpersonal skills.
• Proficient in Microsoft Suite programs (Word, Excel, PowerPoint, Outlook).
• Familiarity with financial transactions and invoicing.
• Familiarity with accounts payable.
• Familiarity with working with vendors.
• Ability to be a self-starter.
• Ability to work under minimum supervision.
• Ability to exercise a high degree of independent action.
• Effective communications.
• Ability to interact with staff, the legal profession, senior government officials, judiciary, vendors and the general public.

Nice To Haves

• Demonstrated experience working in a high demand, high stress environment.
• Knowledge of the Justice System.

Responsibilities

• Responding to inquiries from clients, stakeholders, the legal community and outside agencies and vendors.
• Preparing correspondence, reports and special projects.
• Preparing agendas and taking minutes of meetings.
• Transcribing, processing invoices, maintaining a filing and record retention system.
• Provides secretarial and administrative support to the Courts Management Team.
• Review and proofread documents and presentations.
• Answer telephone inquiries.
• Maintain a filing system and bring forward systems, materials, notices, agendas and statistics for meetings, including the preparation and distribution of minutes.
• Maintain appointment calendars.
• Open mail and prepare routine replies.
• Maintain manuals and prepare statistical or factual information.
• Liaise and interact on behalf of the Court Administrator or Supervisor(s) with members of the Department and the judiciary.
• Perform records and file management in accordance with departmental policy, procedure and practice.
• Order stationary supplies 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.
• Maintain personnel files for staff who report to the Court Administrator or the Supervisor(s).

Benefits

• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree