Administrative Assistant ; Court and Sheriff Services Job Halifax area,Nova Scotia Canada,Administrative/Clerical

Position: Administrative Assistant 2 (Court and Sheriff Services)

About Us

The Court Services Division of the Nova Scotia Department of Justice is dedicated to excellent service and the provision of fair and accessible administration of justice, including court administration and security.

The Division provides administrative support to the courts listed:
Nova Scotia Court of Appeal, Supreme Court of Nova Scotia (including Family Division), Provincial Court, Family Court, Small Claims Court, Probate Court, and Bankruptcy Court. The courts act independently from the government to address individual cases.

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

About Our Opportunity

As an Administrative Assistant, you will report to the Director and will support the routine day-to-day operational management of the office of the division by serving as a resource for the Director and staff. You will also contribute to the development of administrative process improvements/standards to meet the division/department standards.

Primary Accountabilities

As an Administrative Assistant, you will:

Prepare routine and non-routine correspondence, memos, reports etc.;

Assess and assign priority to mail and e-mail, redirecting and/or answering as appropriate;

Identify urgent items for the attention of the Director or others;

Develop and prepare professional presentations and reports;

Coordinate and control the Director’s electronic calendar;

Coordinate/arrange meetings and travel accommodations;

Prepare agendas, and accurate minutes/notes, ensuring senior leadership decisions are recorded;

Identify urgent items for the attention of the Director;

Maintain filing and retrieval systems, keeping manuals and reference materials current;

Perform reception duties for the division, when required;

Respond and direct incoming calls, emails, and inquiries;

Update information for the division including the website, business plan, accountability framework, when required;

Assist with coordinating the division’s budget, monitors forecast documents, orders and receives goods and processes invoices for payment ;

Handle divisional financial transactions and ensures proper procurement procedures are followed;

Train, assign work, and mentor new employees or administrative staff when appropriate;

Other related duties as assigned

Qualifications and Experience

As the successful candidate you will have a one year secretarial or commercial course along with at least three years of related clerical/administrative experience . An equivalent combination of training and experience may be considered.

You will have a good knowledge of office practices and procedures and a comprehensive knowledge of divisional functions.

You will be proficient in typing, word processing and other standard computer applications, such as Microsoft Word, Excel, Outlook, and internet use. You will demonstrate the ability to multi-task, prioritize your work and you will be skilled with managing electronic filing systems. You will be organized and adaptable in a face paced environment, be a strong team player, have good interpersonal skills, be sensitive to the needs of clients and display tact, sound judgement, and able to exercise discretion and confidentiality.

Effective verbal and written communication skills, strong organizational skills, and the ability to work independently are essential in this role.

We will assess the above qualifications 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, the Government of Nova Scotia offers its employees a wide range of benefits such as a Defined Benefit Pension Plan, Health, Dental, Life Insurance, General illness, Short and Long Term Disability, Vacation and Employee and Family Assistance Programs. For information on all our Benefit program offerings, :
Benefits for government employees.

Working Conditions

Normal work week is 35 hours/week, 7 hours/day

May be required to work overtime on occasion

Stress level may be higher…