Secretary 1 (Hebbville)

About Us

Building and maintaining our provincial infrastructure is no small job. We're recruiting for people like you to help our Province achieve big things.

The Department of Public Works manages 23,000 kilometers of roads and highways, 4,100 bridges, and 9 provincial ferries. Our District Highway Operations Division plays a critical role in managing various programs, functions and activities throughout our province, including snow and ice control services, road maintenance and repair services, and approval of various permits.

About Our Opportunity

As the Secretary, you are the front-line point-of-contact for the Area Office. Daily, you provide administrative support to the Manager, Supervisors and other area office staff. You are instrumental in organizing the tasks necessary to keep our team on track. You ensure a high degree of confidentiality in all you do, given the sensitivity of the information dealt with daily.

Primary Accountabilities

You directly contribute to the success of Highway Operations by:

• performing data entry for training records and SAP tracked information (equipment and inventory usage, vendor payments);
• providing information to clients on various permit processes and managing the flow of permits from the initial application to issue stage;
• providing excellent reception support and customer service to the public;
• ensuring incoming and outgoing mail is properly distributed in a timely manner;
• classifying and maintaining department documents and records as per STAR/STOR standards;
• evaluating and refining office procedures to improve efficiency and quality of work;
• organizing and supporting meetings, recording meeting minutes and events; and
• preparing correspondence and reports for Area Manager and other staff.

As the Secretary you will use your excellent coordination skills to effectively maintain stationery supplies for the team; keeping the inventory organized and replenishing as required.

This position provides an excellent opportunity to develop and enhance your skills as you work closely with various contacts within Public Works, along with vendors and the general public.

Qualifications and Experience

Completion of a one (1) year business/secretarial course plus two (2) years of related experience or an acceptable equivalent of training and experience is required.

You are customer oriented and consistently maintain a professional and courteous disposition.

You must have a strong background in data entry and correspondence management, producing concise, relevant and timely information. Proficiency in Microsoft Word, Excel and Outlook are required. Records management experience including knowledge of file management principles is required. STAR/STOR experience would be considered an asset. You must have a valid drivers license as occasional travel is required throughout the operational area.

You are skilled in typing and accurate in your work. A keen eye for detail and organization are your strengths.

Your exceptional communication and interpersonal skills stand out when liaising with staff and responding to public inquiries both verbally and written. You possess sound judgement; maintain confidentiality and have a professional and courteous disposition.

You are self-motivated, a team contributor and work well with minimal supervision.

The successful applicant will be comfortable with technology and proficient in the use of a variety of office supports such as multifunction photocopiers and reception/switchboards.

Equivalency

An equivalent combination of training, education and experience will be considered. Related equivalencies may include, but are not limited to:

• Three (3) years of related experience
• A related two (2) year diploma and one (1) year of experience
• A related bachelors degree

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.
• Typically located in a comfortable office environment.
• Much of the time is spent in a comfortable position with frequent opportunity to move about.
• Regularly reads and interprets multiple sources of information, regular requirement to type, read and work on a computer.
• May experience pressure with deadlines and need for accuracy.

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.