Secretary 2 (Disaster Financial Assistance Support Admin)

The Government of Nova Scotia • Dartmouth, NS

4d • CA$26 - CA$30 • Onsite

About The Position

We are hiring an Administrative Support professional for the Disaster Financial Assistance Program (DFA). This role provides essential operational and clerical support to the DFA team, ensuring accurate documentation, organized workflows, and timely processing of disaster assistance claims. Working under limited supervision, you will help maintain and build the functioning of the DFA program by supporting file preparation, tracking and file management systems, developing processes, and ensuring efficient support in a fast-paced environment.

Requirements

• One (1) year business administration course plus a minimum of three (3) years of administrative support experience, or an equivalent combination of training and experience.
• 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.
• Meticulous organization and keen eye for detail.
• Ability to build and maintain positive working relationships and collaborate effectively.

Nice To Haves

• Experience with disaster assistance programs is desirable.
• Experience supporting disaster assistance programs, emergency management operations, or public sector recovery initiatives.
• Familiarity with DFA program requirements, documentation standards, or cost-shared federal–provincial funding processes.
• Experience working with financial documentation, payment packages, procurement processes, or invoice tracking in a government environment.
• Knowledge of electronic case management systems, digital filing structures, or SharePoint-based document workflows.
• Experience communicating with municipal partners, applicants, or the public regarding program requirements or documentation needs.
• Prior involvement in quality assurance, file preparation, or audit support for government programs.
• Thrive in a team-oriented environment, readily stepping in to support colleagues and displaying a proactive approach.

Responsibilities

• Preparing correspondence and reports related to DFA claims
• Providing project tracking for claims as well as developing efficient filing systems, ensuring information is easily accessible.
• Supporting the day-to-day operational management of the division.
• Contributing to the development and enhancement of administrative processes.
• Assisting with reception duties, including responding to and directing incoming calls, emails, walk-ins, and inquiries and referring to the appropriate resource for action.
• Assisting with coordinating budgets, ordering and receiving goods, processing invoices for payment, handling financial transactions, and ensuring procurement procedures are followed.
• Supporting audit and quality assurance activities by locating documents, preparing audit-ready file bundles, and ensuring version control.

Benefits

• Defined Benefit Pension Plan
• Health
• Dental
• 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.

What This Job Offers

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