Job Description

Competition # : 41566

Department: Executive Council Office

Location: HALIFAX

Type of Employment: Permanent

Union Status: Exclusion - Non Union - NSPG

Closing Date: 31-Jan-24 (Applications are accepted until 11:59 PM Atlantic Time)

About Us

The Executive Council Office (ECO) leads the execution of government\'s mandate and ensures alignment of priorities through objective analysis and advice to the Executive Council (Cabinet) and its committees. ECO supports Cabinet by facilitating government\'s decision-making process, delivering clear direction to departments, developing and advancing corporate priorities and plans, and providing corporate leadership for agencies, boards, and commissions. ECO also provides operational support to the Office of the Premier and operates the Nova Scotia Gift Bank.

About Our Opportunity

The Corporate Services Coordinator (coordinator) is a key administrative support to the Executive Council Office (ECO) and Office of the Premier. Working as part of a team of coordinators, the incumbent is responsible for coordinating all incoming and outgoing Premier\'s correspondence, as well as managing the associated database. The coordinator is an essential position within the corporate services team and will be responsible for coordinating and posting Minister and Senior Official expenses, administering the Premier\'s Certificate Program, supporting the Nova Scotia Gift Bank and other administrative functions within ECO.

The successful candidate will thrive on a multitude of interesting and evolving tasks, meeting deadlines with accuracy, showing strong attention to detail, respecting confidentiality, and exhibiting professionalism as they represent the Executive Council Office and the Office of the Premier.

Reporting directly to the Director of Governance and Corporate Services, this position works as part of a team that provides senior level administrative support.

Primary Accountabilities

• The coordinator team receives communications sent to the Premier and manages the incoming and outgoing correspondence of Nova Scotians.The coordinator team are skilled communicators who are responsible for recording, routing, follow-up on outstanding issues, and preparation of correspondence for signature and filing.
• The coordinator team maintains the electronic database of incoming and outgoing correspondence for the Office of the Premier and assists with the compilation of information for FOIPOP requests.
• This role coordinates logging of invitations and meeting requests in the events management system along with maintaining the database and required follow-up action with Departments as well as responding to public inquiries. The successful candidate, in coordination with the Executive Assistant to the Premier and Ministers\' Offices, prepares proclamations and messages of welcome and resolutions on behalf of the Office of the Premier in a timely manner.
• The coordinator team manages the Premier\'s Certificate Program which offers congratulatory messages for significant birthdays, anniversaries and retirements by processing requests on behalf of the Premier and Ministers, the public, the military and the Department of National Defence (DND). The coordinator will also respond to requests from the Governor General, Prime Minister, Lieutenant Governor, Member of Parliament and Member of Legislature where appropriate.
• The coordinator team manages the Expense Reporting Program for Ministers, Special Advisors to the Ministers and Senior Officials including Travel and Hospitality by receiving and reviewing expense reports, arranging for approvals (by the Chief of Staff to the Premier) and maintaining the expense reporting website to ensure visibility, transparency, and accountability.
• The coordinator team supports the Nova Scotia Gift Bank, helping to maintain the online catalogue and website, assisting with purchasing and receiving inventory, and overseeing the sale of gifts and payments. The coordinator will make entries in the accounting system to capture all Gift Bank accounting activities including purchases, sales, expenditures, recoveries, invoices, write-offs, and reports.
• The coordinator must be a quick learner who provides routine and non-routine administrative support including scheduling, on-boarding/off boarding, researching, coordinating resources, and developing reports. The coordinator will also provide back-up support to other operations of ECO as required.

Qualifications and Experience

The successful candidate will have:

• Graduated from a recognized secretarial course or have a Business or Office Administration Diploma plus two years of experience in an administrative field. An equivalent combination of education, training and experience may be considered.
• The ability to work independently with minimal supervision, and as part of a team.
• The willingness to take on emerging and variable tasks, new duties, and learn quickly.
• Evidence of strong communication skills (both verbal and written), organizational skills and sound judgement.
• Well-developed time management skills with a demonstrated ability to prioritize multiple tasks and meet strict deadlines.
• Ability to effectively analyze situations, track information and solve problems independently.
• Proficiency with MS Office and web-based applications are required.
• Experience working with correspondence, records management, expense reporting and/or in government is considered an asset.

Leadership competencies required at this level of work are: Analytical Thinking, Adaptability and Flexibility, Attention to Detail, Client Orientation, Effective Interactive Communication, Initiative, and Intercultural and Diversity Proficiency.

Equivalency

Equivalencies may include, but are not limited to:

• Several years of experience in an administrative field.

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

Benefits

Based on the employment status, 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

Office environment; may be required to work outside of regular work hours.

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: EC 05

Salary Range: $1,874.72 - $2,343.39 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.

Current government employees may access this posting through the link below:

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