Secretary 3 (Administrative Assistant) (Designated)

The Government of Nova Scotia•Halifax, NS

16d•CA$55,326 - CA$60,926•Onsite

About The Position

African Nova Scotian Affairs works with government, communities and partners to help provide services and programs for the African Nova Scotian community. We work within the community to keep African Nova Scotians informed and to encourage involvement. We also support activities that bring African Nova Scotians together to network, share ideas and identify opportunities for development and growth. The Land Titles Initiative is a program created to address the historical wrong whereby African Nova Scotian settlers were not granted clear legal documentation of land ownership, resulting in economic disadvantage for the African Nova Scotians who have descended from those settlers. The LTI resolves land title issues within the historic African Nova Scotian communities of East Preston, North Preston, Cherry Brook/Lake Loon, Lincolnville and Sunnyville in an accessible manner that respects their cultural traditions and practices. We are an energetic team with a positive attitude and determination to make a difference by helping African Nova Scotians gain clear title to land passed down by their ancestors.

Requirements

Completed a one-year secretarial/business administration course accompanied by four (4) years of related experience.
Proficient in typing, word processing and other standard computer applications, such as Microsoft Word, Excel, Outlook, and internet use.
Demonstrate the ability to multi-task, prioritize your work
Skilled with managing electronic filing systems.
Organized and adaptable in a face paced environment
Strong team player
Good interpersonal skills
Sensitive to the needs of clients
Display tact, sound judgement, and able to exercise discretion and confidentiality.
Effective verbal and written communication skills
Strong organizational skills
Ability to work independently
Deep understanding of, and connection to, the African Nova Scotian community, its historical significance, and its current land clarification challenges.

Nice To Haves

Experience working in a law firm or legal setting managing a large number of files
Experience using case management software
Experience working with the African Nova Scotian communities

Responsibilities

Answering the main phone line; preparing correspondence; copying/scanning documents; managing a file database
Managing financial estimates and spreadsheets Paying approximately 50-75 invoices per month
Overseeing daily financial and procurement services, including purchase orders and ministerial approvals
Supporting the administration of client files including LTI intake and Land Titles Clarification Act applications
Liaising between staff, lawyers, surveyors and stakeholders
Coordinating/arranging meetings; preparations including agendas, minutes/notes.
Leading records management
Main contact for the coordination of mediation and Commissioner services
Coordinates the division budget, monitors forecast documents
Develops, administer and coordinate systems for recording and tracking ministerial briefings; monitor incoming/outgoing letters, issues, briefing notes, determining and coordinating action items for follow-up, monitoring for compliance with deadlines and conduct information gathering for media issues, initiatives and briefing notes

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
A Dynamic, client-focused office environment where service excellence and teamwork are our focus.