Secretary 2 - Halifax, Canada - Province of Nova Scotia

Province of Nova Scotia

Verified Company

Halifax, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Department:
Justice

Location:

HALIFAX

Type of Employment:
Permanent

Union Status:
NSGEU - NSPG

Closing Date:6/15/2023 (Applications are accepted until 11:59 PM Atlantic Time)

About Us:

Public Safety and Security Division is committed to supporting the safety and security of Nova Scotians by collaborating with various stakeholders and communities across the country.

We provide a range of programs, supports, and services, which are in accordance with provincial and federal legislation. We are committed to ensuring services are accessible and representative of the communities we serve.

The Public Safety and Security Division is comprised of the following Units:

Policing Strategies
Public Safety Investigations
Corporate Security
Provincial Firearms Program
Security Programs Office
Service Dog Program

About Our Opportunity:

This exciting position offers many opportunities to demonstrate and grow your skillset.

As the secretary, you are the primary contact for the units led by the Director of Public Safety and Investigations, as well as the Director of Policing Programs.

In the role, you act as a liaison for staff, other government departments (federal, provincial, territorial, and municipal), as well as external stakeholders, in a highly confidential environment.

Most importantly, you help support and manage the tasks assigned to the Directors and triage when appropriate.

This is a busy role where you are responsible for a wide range of administrative duties and you are considered the communication hub of the office, connecting everyone to everything.

You are a critical team resource who ensures that administrative functions of the office operate efficiently by planning and coordinating secretarial services and providing staff and the public with current and up-to-date information.

This position reports to the Director, Public Safety and Investigations.

Primary Accountabilities:

Supports the daily operational management of the division by serving as a resource for the Directors. Ensures deadlines are met by multiple employees/providers as outlined in Project, Business, and Education action plans.
Develops and prepares professional presentations and reports on behalf of the division. Updates information for the Justice Website, Business Plan, and Accountability Framework. Maintains filing and retrieval systems (including STAR/STOR), keeping manuals and reference materials current.
Responds promptly to incoming calls and inquiries.
Contributes to the development of administrative work standards with the office manager; may initiate or improve processes to achieve the standards.
Manages and coordinates the electronic calendars.
Coordinates/arranges meetings, assuming responsibility for logistics which requires good planning, negotiation, and organizational skills. Prepares agendas and accurate minutes/notes, ensuring senior leadership decisions are recorded responsibly and in a timely fashion.
Responsible for greeting and directing visitors of the division. Handles Divisional financial transactions, orders and receives goods, and processes invoices for payment, ensuring proper procurement procedures are followed. May help coordinate the division's budget and monitor forecast documents.
Other administrative duties, such as: delivering, opening, and reviewing incoming mail; transcription; advanced use of Word, Excel, and other office programs; and organizing travel and accommodation requests including preparing itineraries, confirming and finalizing transportation and hotel reservations, as well as financial arrangements.

Trains and mentors new administrative staff when appropriate.

Qualifications and Experience:

To be successful in the secretary position, you will have a one-year business course and three years of related experience (such as administrative support/secretarial).

An equivalent combination of education and experience will be considered.

You are a self-motivated individual who works well independently, and participates fully in a team environment, you value the concepts of equity, diversity, and inclusion to all areas of your work.

You possess excellent grammar, proofreading, editing, and secretarial skills. You have effective interpersonal, communication, and team collaboration skills. In addition, you are organized and can set priorities, and meet deadlines. You complete your work with autonomy, discretion, tact, and sound judgement. You have a meticulous attention to detail, and you respect the confidential nature of your work. You have strong computer skills and are proficient in Word, Outlook, and Excel.

An equivalent combination of training and experience may be considered.

We will assess the above qualifications and competencies using one or more of the following tools: written examination, standardized tests, oral presentations, interview(s), and reference checks.

Assets for this position: