Job Description

Competition # : 40494

Department: Public Works

Location: BIBLE HILL

Type of Employment: Temporary

Union Status: NSGEU - NSPG

Closing Date: \xe2\x80\x8b29-Sep-23 \xe2\x80\x8b (Applications are accepted until 11:59 PM Atlantic Time)

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 Public Works 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 Manager, Supervisors 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.

Primary Accountabilities

You directly contribute to the success of Highway Operations by:

• performing data entry for training records and SAP tracked information (equipment and inventory usage, vendor payments);
• providing information to clients on various permit processes and managing the flow of permits from the initial application to issue stage;
• 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;
• evaluating and refining office procedures to improve efficiency and quality of work;
• organizing and supporting meetings, recording meeting minutes and events; and
• preparing correspondence and reports for Area Manager and other staff.

As the Secretary you will use your excellent coordination skills to effectively maintain stationery supplies for the team; keeping the inventory organized and replenishing as required.

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

Qualifications and Experience

Completion of a one (1) year business/secretarial course plus two (2) years of related experience or an acceptable equivalent of training and experience is required.

You are customer oriented and consistently maintain a professional and courteous disposition.

You must have a strong background in data entry and correspondence management, producing concise, relevant and timely information. Proficiency in Microsoft Word, Excel and Outlook are required. Records management experience including knowledge of file management principles is required. STAR/STOR experience would be considered an asset. You must have a valid drivers license as occasional travel is required throughout the operational area.

You are skilled in typing and accurate in your work. A keen eye for detail and organization are your strengths.

Your exceptional communication and interpersonal skills stand out when liaising with staff and responding to public inquiries both verbally and written. You possess sound judgement; maintain confidentiality and have a professional and courteous disposition.

You are self-motivated, a team contributor and work well with minimal supervision.

The successful applicant will be comfortable with technology and proficient in the use of a variety of office supports such as multifunction photocopiers and reception/switchboards.

Equivalency

An equivalent combination of training, education and experience will be considered. Related equivalencies may include, but are not limited to:

• Three (3) years of related experience
• A related two (2) year diploma and one (1) year of experience
• A related bachelors degree

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

• Normal work week is 35 hours/week, 7 hours/day.
• May be required to work overtime on occasion.
• Typically located in a comfortable office environment.
• Much of the time is spent in a comfortable position with frequent opportunity to move about.
• Regularly reads and interprets multiple sources of information, regular requirement to type, read and work on a computer.
• May experience pressure with deadlines and need for accuracy.

Additional Information

This is a Temporary employment opportunity with anticipated end date of January 2, 2024. The appointment status Temporary is dependent on the start date of the successful candidate.

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.

Pay Grade: CL 14

Salary Range: $1,521.78 - $1,874.80 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