Secretary 2 (Administrative Assistant)

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: https://novascotia.ca/just/Court_Services/

About 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 Administrator and management team at the Halifax Law Courts.

Primary Accountabilities

• Review and proofread documents and presentations, answer telephone inquiries, maintain a filing system and bring forward systems, materials, notices, agendas and statistics for meetings, including the preparation and distribution of minutes; maintain appointment calendars, open mail and prepare routine replies, maintain manuals and prepare statistical or factual information
• Liaise and interact on behalf of the Court Administrator or Supervisor(s) with members of the Department and the judiciary
• Perform records and file management in accordance with departmental policy, procedure and practice; order stationary supplies and 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
• Maintain personnel files for staff who report to the Court Administrator
  

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.

Your excellent 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 will demonstrate 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 preferred. Effective 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 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, 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
  

Additional Information

This is a PERMANENT employment opportunity based in Halifax.

As part of the competition process, candidates may be required to complete a 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