Competition # : 50069
Department: Municipal Affairs
Location: HALIFAX
Type of Employment: Term
Union Status: NSGEU - NSPG
Closing Date: 18-Oct-26 (Applications are accepted until 11:59 PM Atlantic Time)
About Us
The Department of Municipal Affairs is dedicated to working with municipalities to build healthy, vibrant, and safe communities throughout Nova Scotia. Municipal Affairs provides programs, grants, and funding opportunities for municipalities and community groups. The Department also provides services and guidance to municipalities in many areas, including land use planning, budget planning and finance, infrastructure development, and policy and program development.
About Our Opportunity
As the Secretary 3, you provide administrative and coordination support to Municipal Infrastructure and Municipal Finance. Your work helps the divisions stay organized, respond to requests, and move important documents and approvals forward.
You will coordinate meetings, manage records and correspondence, process administrative and financial information, and follow up on deadlines. You will also help maintain a reliable flow of information among colleagues and internal and external partners. You regularly work with departmental staff, senior officials, other levels of government, external agencies, vendors, and members of the public.
Primary Accountabilities
In this role, you will:
- Coordinate meetings and prepare or organize related materials.
- Track correspondence, deadlines, approvals, and required follow-up.
- Maintain accurate records and support effective information management.
- Coordinate briefing materials and other documents through review and approval processes.
- Complete financial and administrative transactions.
- Prepare, organize, and coordinate correspondence and other documents.
- Respond to routine inquiries and direct requests to the appropriate area.
- Support the timely flow of information across the divisions and departments.
- Provide general administrative and office support including but not limited to: support for Administrative Assistants and the Office Coordinator with departmental administrative processes and procedures and records management; as well as provide coverage for correspondence management activities with the CoMS system
- Help maintain consistent administrative processes that support divisional operations and program delivery.
Qualifications and Experience
You have completed a one-year business course and have at least four (4) years of related administrative experience. An equivalent combination of training and experience may be considered.
Through your education and experience, you can demonstrate:
- Experience coordinating meetings, correspondence, tracking deadlines, and follow-up activities to help keep work moving forward.
- Experience preparing, organizing, and maintaining accurate documents, files, and records.
- The ability to organize competing priorities and respond to changing or time-sensitive requirements.
- The ability to communicate clearly and professionally when responding to inquiries and sharing information with internal and external partners.
While not required, it is considered an asset if you have:
- Experience providing administrative support in a government, municipal, or similarly structured organization.
- Experience tracking high volumes of correspondence, requests, and competing deadlines.
- Experience completing financial or administrative transactions.
- Experience maintaining records in accordance with established information-management processes.
We will assess the above qualifications and experience using tools such as assessments, presentations, interviews, reference checks, etc.
Equivalency
We recognize equivalent combinations of training, education, and experience, providing…
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