New Job Administrative Assistant (Secretary 2) In Nova Scotia

Administrative Assistant (Secretary 2)
Administrative Assistant (Secretary 2)

Administrative Assistant (Secretary 2)

Company : Province of Nova Scotia
Salary : $3,351–$3,750 a month
Location : Nova Scotia

Full Description

Department: Natural Resources & Renewables

Location: HALIFAX

Type of Employment: Permanent

Union Status: NSGEU - NSPG

Closing Date: 09-Aug-23 (Applications are accepted until 11:59 PM Atlantic Time)

About Us

The Land Services Branch of the Department of Natural Resources and 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, and applications for other activities on Crown lands such as wind related projects.

The Branch is also responsible for the management of historic and geographic records related to Crown lands, for ensuring property boundaries are identified and clearly mapped, clarifying interests in Crown lands, and providing information to the public, lawyers and surveyors on Crown interests and boundaries. 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 unique work experience and administrative 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 Natural Resources and Renewables.

Reporting to the Director, Land Services Program Renewal, you will join a group of administrative professionals looking forward to welcoming you to our team. In this position, you will leverage your high attention to detail and ability to adapt to changing priorities to support the branch and management team. Your special focus on customer service and exceptional communication skills will be utilized as you support the work of the Department, navigate inquiries from members of the public, vendors, and other parties to try to address their needs while meeting branch service delivery objectives.

You bring a professional approach and positivity to the table when working independently or collaborating with colleagues to achieve team goals. The Land Services team will be relying on you to keep things organized, solve problems and be willing to support the Branch. You will be responsible for a variety of duties typical to an administrative assistant, such as applying basic legal terminology as you draft, edit, and ensure all documents are filed appropriately. In addition, you will utilize technology when reviewing Property Online (POL), maps, and surveys to verify basic property identifiers.

Primary Accountabilities

Key responsibilities include, but are not limited to:

  • Supporting the Branch and Department by drafting/editing correspondence, memos, and property related legal documents;
  • Responding to and directing incoming calls, emails, and inquiries;
  • Coordinating calendars, meetings and agendas and maintaining filing records and retrieval systems;
  • Assisting with budget related activities, such as tracking and paying invoices, procurement related inquiries and running financial reports to support budget reviews;
  • Performing other routine day-to-day operational tasks, including tracking and ordering supplies; and
  • Coordinating the documents and correspondence to support the work of the management team and aboriginal consultation.

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 terminology and closings, basic survey terminology and documents. Your understanding of basic legal terminology will be utilized while drafting, editing, and filing documents. Being tech savvy, your use of tools such as Property Online, Microsoft Office suite, Adobe Pro, etc. will allow you to review property details, 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 and time management abilities, as demonstrated by utilizing 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 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(s), standardized tests, oral presentations, interview(s), and reference checks.


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


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 offerings and eligibility criteria.

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: $1,675.62 - $1,874.80 Bi-Weekly

Employment Equity Statement:

Our goal is to be a diverse workforce that is representative, at all job levels, of the citizens we serve. The Government of Nova Scotia has an Employment Equity Policy, and we welcome applications from Indigenous People, African Nova Scotians and Other Racially Visible Persons, Persons with Disabilities and Women in occupations or positions where they are under-represented. If you are a member of one of these equity groups, you are encouraged to self-identify on your electronic application.

This is a bargaining unit position initially restricted to current civil service employees represented by the Nova Scotia Government Employees Union (NSGEU). If applying from outside a government office, employees must apply correctly via this link:

Failure to apply correctly means that your application will not be given first consideration as a bargaining unit applicant, and will only be included if external applications are pursued.

External applicants and current casual employees will only be considered if there are no qualified civil service bargaining unit candidates. PLEASE NOTE: Candidates will not be considered for an interview if applications are incomplete or are missing information.

Offer of employment is conditional upon the completion of all applicable background checks and confirmation of credentials, the results of which must be satisfactory to the employer. We thank all applicants for the interest, however, only those selected for an interview will be contacted. All questions and concerns may be directed to [email protected].