Opportunities Secretary 2 (Administrative Assistant) (Term)

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.

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: Our Opportunity

The duties include responding to inquiries from clients stakeholders the legal community and outside agencies and vendors; preparing correspondence reports and special projects; preparing agendas and taking minutes of meetings; transcribing processing invoices maintaining a filing and record retention system. Under general supervision provides secretarial and administrative support to the Courts Management Team.

Primary Accountabilities

• Review and proofread documents and presentations answertelephone inquiries maintaina filing system andbring forward systemsmaterials noticesagendas and statistics for meetings including the preparation anddistribution of minutes;maintainappointment calendars openmail and prepareroutine replies maintainmanuals and preparestatistical or factual information
• Liaise and interact on behalf of the Court Administrator orSupervisor(s) with members of the Department and the judiciary
• Perform records and file management in accordance with departmental policy procedure and practice; order stationary suppliesand equipment and maintain the stock room for support staff and judges
• Ensure all purchases upon direction from the Court Administrator are ordered accounted for and posted to the budget to ensure that the budget is current and respond to the status of these aspects of the budget
• Maintainpersonnel files for staff who report to the Court Administrator or the Supervisor(s)
  

Qualifications and Experience

As the successful candidate you will have completed a one year secretarial/commercial course and have three years of experience in a legal setting or an acceptable equivalent.

Yourexcellent typing transcribing skills organizational administrative and interpersonal skills are required. As well you must be proficient in Microsoft Suite programs (Word Excel PowerPoint Outlook). Familiarity with financial transactions and invoicing accounts payable and working with vendors required. You willdemonstrate an ability to be a self-starter and work under minimum supervision. Demonstrated experience working in a high demand high stress environment would be an asset. The successful candidate must exercise a high degree of independent action. Knowledge of the Justice System is communications and the ability to interact with staff the legal profession senior government officials judiciary vendors and the general public is required.

Equivalency

Equivalencies include but are not limited to:

• Four years or more of related work experience in a legal setting

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 aDefined 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 click here: Benefits for government employees.

Working Conditions

• Normal work week is 35 hours/week 7 hours/day
• May be required to work overtime on occasion
• This position is based out of two locations and will require a regular presence at both Halifax and Dartmouth Provincial Court. Travel between the two locations may vary depending on operational needs
  

Additional Information

This competition is to fill a Term employment opportunity based in Halifax with an anticipated end date of January 1 2027. The position type (term/temporary/casual) will depend on the start date of the candidate.

As part of the competition process candidates may be required to complete some Grammar Excel/PowerPoint or related assessments.

This position will require an enhanced level of security for an external application.

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