Administrative Assistant (Secretary 2) - Casual Relief

About Us

The Maintenance Enforcement and Victim Services Division of the Department of Justice helps facilitate court ordered child and spousal support and offers a range of services to assist victims of crime.

Within Victim Services we promote victims’ rights and interests and advise government on issues relating to victims of crime;

and work with justice partners and the community to develop policies and programs that address the needs of crime victims.

We can help provide the victim, spouse, or relative, with information, support and assistance as their case moves through the criminal justice system.

When criminal charges are laid, victims and family members can contact us directly for help. We provide a range of services including the following programs : Provincial Victim Services Program, Child Victim / Witness Program, Criminal Injuries Counselling Program, Victim Impact Statement Program, Restitution Program, and the Sexual Offense Legal Representation Program.

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

About Our Opportunity

You are responsible for assisting in the delivery of services to victim of crime by providing a broad range of secretarial / administrative functions in a fast-paced environment to the Provincial Victim Services Program.

In addition, you may be called on to provide administrative support to other Regional offices and Head office including the Director, the Senior Manager, the Manager of Special Initiatives, Aboriginal Victim Case Coordinator and Restitution Coordinator.

The office will depend on your ability to work in a fast-paced environment as well as the ability to be organized and prioritize tasks.

Primary Accountabilities

• Answering the main phone line; preparing correspondence; managing a database
• Front desk coverage, direct contact with the public, victims of crime, justice partners to help navigate to the appropriate service
• Preparing statistics on a spreadsheet; code blocking invoices for signature and payment for the regional offices
• Booking new and recurring meetings (in person and virtual); opening, preparing, and distributing mail
• Maintaining an electronic filing system; ordering office supplies; ordering print material
• Preparing quotations for off site training events; taking minutes for meetings
• Maintaining Regional Office general e-mail account; supporting the administrative assistants in the regional offices and Head Office; and other related duties

Qualifications and Experience

As the successful candidate you will have a one year secretarial or commercial course supplemented by three years of related secretarial experience (including experience dealing with traumatic events).

An equivalent combination of training and experience may be considered.

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.

As the Secretary 2 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.

Your knowledge of the Justice Enterprise Information Network (JEIN) and issues impacting victims, along with work experience in the criminal justice system, and trauma informed training would be considered assets.

Bilingualism with oral and written skills in English and French will also be considered an asset.

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

Include, but not limited to :

Four years of related work experience

Applicants relying on education and experience equivalencies must demonstrate such equivalencies in their application.

Working Conditions

• Relief employees fill gaps in the schedule and replace full time employees when operational requirements demand as determined by the Employer while there is no shift work associated with this position, there is potential for travel, overtime and disruptions to personal and family life due to position responsibilities, workload, and other unplanned activities (typically the hours are between 8 : 30 AM to 4 : 30 PM, this may vary depending on operational needs)
• Normal work week is 35 hours / week, 7 hours / day
• May be required to work overtime on occasion
• Stress level may be higher than normal due to the nature of the work and type of confidential information exposed to, often dealing with difficult situations, persons under considerable stress, and experiencing traumatic events
• There is a high demand for accuracy and attention to detail while working in a complex service area
• A relief employee is an employee who is not regularly scheduled by the Employer, but who works relief assignments on an as-needed basis as operational requirements demand.

As such, a relief employee does not have guaranteed hours of work.

Additional Information

This is a Casual Relief employment opportunity located in Dartmouth.

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.

Pay Grade : CL 18 Salary Range : $;- $;Hourly