Administrative Assistant (Secretary 1)

Province of Nova Scotia - Windsor, NS (30+ days ago)

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Apply By: 4/30/2019

Transportation & Infrastructure Renewal

Administrative Assistant (Secretary 1), Permanent, WINDSOR

Competition # 18748

About Us

Building and maintaining our provincial infrastructure is no small job. We’re recruiting for people like you, to help our Province achieve big things.

The Department of Transportation and Infrastructure Renewal (TIR) manages 23,000 kilometers of roads and highways, 4,100 bridges, and 9 provincial ferries. Our District Highway Operations Division plays a critical role in managing various programs, functions and activities throughout our province, including snow and ice control services, road maintenance and repair services, and approval of various permits.

About Our Opportunity

As the Secretary, you are the front-line point-of-contact for the Area Office. Daily, you provide administrative support to the Area Manager, Engineering and Survey Technician, Financial Services Officer, and other area office staff. You are instrumental in organizing the tasks necessary to keep our team on track. You ensure a high degree of confidentiality in all you do, given the sensitivity of the information dealt with daily.

You directly contribute to the success of Highway Operations by:

performing data entry for equipment and inventory usage, maintenance forces accomplishments, and payments of fully audited invoices;
maintaining the electronic Permit Ledger and assisting the public with the permit process;
providing excellent reception support and customer service to the public;
ensuring incoming and outgoing mail is properly distributed in a timely manner;
classifying and maintaining department documents and records as per STAR/STOR standards; and
evaluating and refining office procedures to improve efficiency and quality of work.

You will also organize and support area meetings and events, the Storm Damage Files generation process, and replenish area office stationary inventory.

This position provides excellent opportunity to develop and enhance your skills as you work closely with various contacts within TIR, along with contractors and the general public.

About You

A one (1) year office administration course and two (2) years related experience is required; an equivalent combination of training and experience will be considered.

You must possess excellent computer skills and demonstrated proficiency in a variety of computer applications, including Microsoft Suite. You must be detail oriented and possess exceptional organizational skills as you ensure the efficient operation of our team and produce work with a high degree of accuracy.

Experience with SAP and familiarity with terminology used in an Engineering environment are considered assets.

Consistently, you maintain a professional and courteous disposition and hold a high standard for client and customer service. Professional communication skills, both oral and written, are critical in this role. You often work with minimal supervision; requiring strong initiative and the ability to effectively prioritize work. You are a team player who promotes and builds team continuity and cohesiveness.

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.

Pay Grade: CL 14

Salary Range: $1,398.91 - $1,540.31 Bi-Weekly

This is a bargaining unit position initially restricted to current civil service employees represented by the Nova Scotia Government Employees Union (NSGEU).

If applying from outside a government office, employees must apply correctly via this link:

Failure to apply correctly means that your application will not be given first consideration as a bargaining unit applicant, and will only be included if external applications are pursued.

External applicants and current casual employees will only be considered if there are no qualified civil service bargaining unit candidates.

Our goal is to be a diverse workforce that is representative, at all job levels, of the citizens we serve. The Government of Nova Scotia has an Employment Equity Policy and we welcome applications from Aboriginal People, African Nova Scotians and Other Racially Visible Persons, Persons with Disabilities and Women in occupations or positions where they are under-represented. If you are a member of one of the equity groups, you are encouraged to self-identify on your electronic application.

Offer of employment is conditional upon the completion of all applicable background checks and confirmation of credentials, the results of which must be satisfactory to the employer.

We thank all applicants for their interest, however, only those selected for an interview will be contacted. For questions or concerns, please contact

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