Job Description

Competition # : 41205

Department: Justice

Location: HALIFAX

Type of Employment: Term

Union Status: NSGEU - NSPG

Closing Date: \xe2\x80\x8b19-Dec-23 \xe2\x80\x8b (Applications are accepted until 11:59 PM Atlantic Time)

About Us

The Legal Services Division is the government\'s law firm, providing a full range of legal advice and services to support government operations and help government achieve its corporate priorities. With a staff of more than 160 lawyers, paralegals, researchers and administrative professionals, the Division is one of the largest law offices in the Province.

For more information on the Department of Justice Legal Services please visit our website:

About Our Opportunity

Under general supervision from the Legal Services Supervisor, this position provides general support to the General Litigation, Solicitor Services and/or the Child Protection teams. Duties involve a range of clerical tasks associated within the legal services support function. The Administrative Support Clerk works as part of a team to support Legal Services lawyers to ensure efficient and effective operations.

Primary Accountabilities

Prepares and edits routine and non-routine correspondence, memos, reports, etc, from straight copy, shorthand notes and/or voice recordings on behalf of the lawyers.

Coordinates all incoming and outgoing correspondence daily; receives, sorts, and distributes mail (including: paper mail and e-mail, courier deliveries, faxes) and reviews data for completeness and accuracy.

Photocopies, collates, sorts, and binds documents. Scans material into computer software programs.

Create new files daily as required; collect, pre-sort and file all documentation daily.

Maintains record of documents processed and controls to assure completion. Maintains filing system in accordance with government records management policy.

Assist staff members to comply with Records Management policies and procedures relative to the creation, maintenance and final closing and disposal of records.

Provides clerical support as needed.

Liaise with clients/suppliers/vendors to exchange information and/or clarify facts to ensure timely services.

Identify material and resources required for the division.

Coordinates servicing and maintenance of print production devices.

Manage disposal of print materials including shredding and recycling.

Qualifications and Experience

To be considered for this opportunity you must have Grade 11 plus three years of relevant experience in Records Management; an equivalent combination of training and experience may be acceptable.

You have proficient keyboarding skills and a sound knowledge of general office procedures and computer programs, including MS Office, MS Word, Excel and Outlook.

You demonstrate accuracy and knowledge in understanding a Records Management system (such as FileNet and STAR/STOR) and up to date knowledge of the guidelines and schedules. This position requires great attention to detail and time management skills. Completeness and integrity of data is crucial to inform program actions and support decision making processes. Judgement and professionalism regarding records management is essential, in order to safeguard security and confidentiality of government information.

You are self-motivated, can work with minimal supervision and maintain the highest level of confidentiality. You exercise tact and diplomacy and have good organizational and communication skills.

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.

Equivalency

Applicants relying on education and experience equivalencies must demonstrate such equivalencies in their application.

Benefits

Based on the employment status and Union agreement, the Government of Nova Scotia offers its employees a wide range of benefits such as Health, Dental, Life Insurance, Pension, General Illness (Short and Long Term), Vacation and Employee and Family Assistance Programs. Click to learn more about our various benefits offerings and eligibility criteria.

Working Conditions

Located in a comfortable office environment with considerable periods of time sitting at desk interspersed with movement to and from printers, file storage areas or to deposit/retrieve mail.

Incumbents must be able to perform physical, mental and visual demands; some heavy lifting of expandable files and file boxes will be required along with the ability to retrieve files stored on high shelves.

Must balance multiple priorities, the demand for accuracy and attention to detail in the preparation of documents requires acute concentration and may increase physical and mental stress.

Additional Information

This is a Term employment opportunity with an anticipated end date of March 29, 2024.

What We Offer

• 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.
• Department Specific Flexible working schedules.

Pay Grade: CL 13

Salary Range: $1,493.64 - $1,625.82 Bi-Weekly

Employment Equity Statement:

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 Indigenous 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 these equity groups, you are encouraged to self-identify on your electronic application.

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. PLEASE NOTE: Candidates will not be considered for an interview if applications are incomplete or are missing information.

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 the interest, however, only those selected for an interview will be contacted. All questions and concerns may be directed to Competitions@novascotia.ca.

Government of Nova Scotia