Administrative Assistant (Secretary 2)

About the Position

About Us

The Land Services Branch of the Department of Natural Resources & Renewables oversees the administration of Crown lands and manages matters relating to the acquisition and disposal of Crown lands and interests in Crown lands. This includes applications for structures/activities on Crown lands, including submerged land, campsite leases, leasing of Crown lands, letters of authority for trails, and applications for other activities on Crown lands. The work of the Branch directly impacts the efficient and effective delivery of land services for internal and external clients and stakeholders while supporting economic, environmental, and social goals of the province and maintaining stewardship of Crown lands.

About Our Opportunity:

Are you looking for a work environment where your work and expertise will help positively contribute to the lives of Nova Scotians? If yes, we have an exciting opportunity for you to explore as an Administrative Assistant with Lands and Forestry. The Administrative Assistant reports to the Director, Land Services, Program Renewal (Halifax) and supports the work of the Branch and Land Services Management team. In this position, you will provide administrative support to the Land Services Branch. You will also apply basic legal terminology as you draft, edit, and ensure all documents are filed appropriately. In addition, you will review Property Online, maps, and surveys to verify basic property identifiers.

Primary Accountabilities:

Key responsibilities include: 

• Supporting the Branch by preparing routine and non-routine correspondence, memos and documentation;
• Responding to and directing incoming calls, emails and inquiries;
• Coordinating calendars, meetings and agendas and maintaining filing records and retrieval systems;
• Assisting with monitoring budget related documents;
• Performing other routine day-to-day operational tasks, including tracking and ordering supplies; and
• Coordinating the documents and correspondence required for aboriginal consultation.

Benefits

Based on the employment status and Union agreement, the Government of Nova Scotia offers its employees a wide range of benefits such as  Health, Dental, Life Insurance, Pension, General Illness (Short and Long Term), Vacation and Employee and Family Assistance Programs. Click here to learn more about our various benefits offering and eligibility criteria.  

Additional Information 

Please note we have 1 permanent and 1 term opportunity available with an anticipated end date of March 31, 2024; however, the status of the opportunity is dependent on the start date of the successful candidate(s). 

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.
• Multiple Career Paths. 
• Department Specific Flexible working schedules.

Qualifications

Qualifications and Experience 

You have completed a 1 year business course, and in addition, you possess 3 years of relevant experience in an administrative assistant type position. An acceptable equivalent combination of education and experience may be considered. 

You have a basic understanding of real property law, survey procedures and property appraisals. In addition, you will apply an understanding of basic legal terminology while drafting, editing, and filing documents. Furthermore, you have the ability to review Property Online, maps, and surveys to verify basic property identifiers. 

As the successful candidate you have: 

• Strong written and verbal communication (including editing) skills;
• The ability to effectively interact with a variety of people, including clients, community members, stakeholders, surveyors, appraisers, lawyers, and all levels of government staff;
• Demonstrated organizational skills, including the ability to run a bring forward/reminder system, coordinating and arranging meetings, travel/accommodations;
• Experience with coordinating budgets, monitoring forecast documents, ordering and receiving supplies and processing invoices for payment;
• Experience with reviewing and editing legal documents, including assisting with the administration work associated with closings of land acquisitions and accessing and applying information to identify property locations by using tools such as maps, surveys/plans and Property Online;
• Experience contributing to the development of administrative process improvement/standards; and
• Demonstrated ability to work under limited supervision to prioritize work demands and meet deadlines while exercising appropriate judgement. 

We will assess the above qualifications and competencies using one or more of the following tools: written examination, standardized tests, oral presentations, interview(s), and reference checks. 

Equivalency:

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

About the Company

Natural Resources and Renewables
1701 Hollis Street
Halifax, Nova Scotia B3J 3M8

Company Contact

Victoria Ross
victoria.ross@novascotia.ca
Preferred Contact: jobs.novascotia.ca

Documents to be Forwarded

• Resume
• Cover letter