Clerk 2 (Application Administration)

Job Description
Job Description – Clerk 2 (Application Administration) – ADM03
Client: Government of Nova Scotia – Department of Labour, Skills and Immigration
Position: Clerk 2 (ADM03) – Application Administration
Location: Halifax, Nova Scotia
Work Schedule: Full-Time | 5 Days per Week | 7 Hours per Day
Employment Type: Temporary Contract

About the Opportunity
The Government of Nova Scotia, Department of Labour, Skills and Immigration, is seeking a detail-oriented Clerk 2 (Application Administration) to provide administrative and clerical support for departmental programs and services. Working under general supervision, the successful candidate will apply established legislation, policies, procedures, and government standards to support daily administrative operations while ensuring accuracy, confidentiality, and efficient service delivery.
This position requires strong organizational skills, sound judgment, excellent attention to detail, and the ability to manage multiple administrative responsibilities in a fast-paced government environment.

Key Responsibilities
The successful candidate will be responsible for:

• Providing administrative and clerical support to departmental programs and services.
  
• Processing, maintaining, and updating departmental records and electronic information systems.
  
• Performing accurate data entry and verifying the integrity and completeness of information.
  
• Reviewing, reconciling, classifying, consolidating, and summarizing documents and records.
  
• Identifying discrepancies in records or data and resolving routine issues while escalating complex matters when required.
  
• Preparing, formatting, filing, and distributing routine correspondence, reports, schedules, summaries, and other documentation.
  
• Maintaining filing systems in accordance with Government of Nova Scotia records management policies.
  
• Preparing ad hoc and routine reports using departmental computer systems (including SAP where applicable) and manual processes.
  
• Coordinating incoming and outgoing telephone calls, emails, and correspondence.
  
• Responding to telephone, email, and in-person inquiries professionally and courteously.
  
• Providing information to clients, suppliers, staff, and stakeholders while maintaining confidentiality.
  
• Receiving, processing, and recording departmental payments where required.
  
• Assisting with inventory management, office supply control, and petty cash administration.
  
• Distributing incoming and outgoing inter-office mail.
  
• Providing reception and front-line customer service support as required.
  
• Supporting departmental administrative processes and ensuring timely completion of assigned work.
  
• Maintaining records of processed documentation and monitoring completion of assigned tasks.
  
• Assisting in the orientation or initial training of junior clerical staff when required.
  
• Performing other related administrative duties as assigned.
  

Requirements

Required Qualifications
Candidates must possess:

• Canadian Citizenship or Permanent Resident status.
  
• Completion of Secondary School (Grade XI/XII or equivalent).
  
• Post-secondary education or
  
• Minimum two (2) years of related administrative or clerical experience, or an equivalent combination of education, training, and experience.
  

Required Skills & Experience
The ideal candidate will demonstrate experience and proficiency in:
Administrative & Clerical Skills

• Administrative support in an office environment.
  
• Records management and document control.
  
• Data entry and information verification.
  
• File management and document organization.
  
• Preparing reports, letters, summaries, and correspondence.
  
• Office administration and general clerical support.
  
• Reception and customer service.
  
• Managing incoming calls, emails, and correspondence.
  
• Scheduling and coordinating administrative activities.
  

Technical Skills

• Experience working with databases and electronic information systems.
  
• Proficiency with Microsoft Office Suite, including:
  
• Microsoft Word
  
• Microsoft Excel
  
• Microsoft Outlook
  
• Experience using Microsoft Lists (considered an asset).
  
• Experience using LaMPSS (Labour Market Programs Support System) is considered a strong asset.
  
• Experience working with SAP or similar government administrative systems is considered an asset.
  

Core Competencies
The successful candidate will possess:

• Strong attention to detail.
  
• Excellent organizational skills.
  
• Ability to work accurately under tight deadlines.
  
• Strong analytical and problem-solving skills.
  
• Ability to verify data integrity and resolve discrepancies.
  
• Sound judgment and decision-making abilities.
  
• Ability to prioritize competing workloads.
  
• Ability to work independently with minimal supervision.
  
• Excellent time management skills.
  
• Strong written and verbal communication skills.
  
• Professional telephone etiquette.
  
• Customer service orientation.
  
• Ability to maintain confidentiality and handle sensitive information.
  
• Ability to follow established legislation, policies, procedures, and government regulations.
  
• Strong interpersonal skills and the ability to work collaboratively within a team.
  

Work Environment
This role is primarily office-based and involves:

• Working in a professional government office environment.
  
• Frequent computer-based work and data entry.
  
• Managing multiple administrative priorities simultaneously.
  
• Responding to high volumes of telephone and email inquiries.
  
• Maintaining accuracy while working under established deadlines.
  
• Performing repetitive administrative tasks requiring close attention to detail.
  
• Maintaining professionalism and confidentiality when handling sensitive departmental information.
  

Preferred Assets
The following qualifications will be considered assets:

• Experience with LaMPSS.
  
• Experience with Microsoft Lists.
  
• Experience using SAP or similar enterprise information systems.
  
• Previous experience working within a government or public sector environment.
  
• Experience with government records management policies and procedures.
  

Requirements
Required Qualifications Candidates must possess: Canadian Citizenship or Permanent Resident status. Completion of Secondary School (Grade XI/XII or equivalent). Post-secondary education or Minimum two (2) years of related administrative or clerical experience, or an equivalent combination of education, training, and experience. Required Skills & Experience The ideal candidate will demonstrate experience and proficiency in: Administrative & Clerical Skills Administrative support in an office environment. Records management and document control. Data entry and information verification. File management and document organization. Preparing reports, letters, summaries, and correspondence. Office administration and general clerical support. Reception and customer service. Managing incoming calls, emails, and correspondence. Scheduling and coordinating administrative activities. Technical Skills Experience working with databases and electronic information systems. Proficiency with Microsoft Office Suite, including: Microsoft Word Microsoft Excel Microsoft Outlook Experience using Microsoft Lists (considered an asset). Experience using LaMPSS (Labour Market Programs Support System) is considered a strong asset. Experience working with SAP or similar government administrative systems is considered an asset. Core Competencies The successful candidate will possess: Strong attention to detail. Excellent organizational skills. Ability to work accurately under tight deadlines. Strong analytical and problem-solving skills. Ability to verify data integrity and resolve discrepancies. Sound judgment and decision-making abilities. Ability to prioritize competing workloads. Ability to work independently with minimal supervision. Excellent time management skills. Strong written and verbal communication skills. Professional telephone etiquette. Customer service orientation. Ability to maintain confidentiality and handle sensitive information. Ability to follow established legislation, policies, procedures, and government regulations. Strong interpersonal skills and the ability to work collaboratively within a team. Work Environment This role is primarily office-based and involves: Working in a professional government office environment. Frequent computer-based work and data entry. Managing multiple administrative priorities simultaneously. Responding to high volumes of telephone and email inquiries. Maintaining accuracy while working under established deadlines. Performing repetitive administrative tasks requiring close attention to detail. Maintaining professionalism and confidentiality when handling sensitive departmental information. Preferred Assets The following qualifications will be considered assets: Experience with LaMPSS. Experience with Microsoft Lists. Experience using SAP or similar enterprise information systems. Previous experience working within a government or public sector environment. Experience with government records management policies and procedures.