Secretary 3

Competition # : 43048

Department: Human Rights Commission

Location: HALIFAX

Type of Employment: Permanent

Union Status: Exclusion – Non Union – NSPG

Closing Date: 21-Jul-24 (Applications are accepted until 11:59 PM Atlantic Time)

About Us

The Nova Scotia Human Rights Commission has a unique role within Nova Scotia. It is an independent government agency currently with two key areas of focus; providing a human rights dispute resolution process to resolve allegations of discrimination both on an individual and systemic level; and working to eliminate barriers and prevent discrimination through education, training, public engagement and policy development.

We’re helping build inclusive communities and protecting human rights in Nova Scotia.

About Our Opportunity

Here at the Human Rights Commission, we are looking for a secretary, this position provides specialized administrative support for the roster of Board Chairs and all Board of Inquiry matters. To be successful in this position demands a comprehensive working knowledge of the HRC mandate and responsibilities, legal terminology related to human rights matters, working knowledge of the court system and procedures pertaining to certain areas of law.

This position supports boards of inquiries by conferring with and taking instructions from clients, conducting legal research under minimal supervision in a time sensitive and stressful environment.

The Secretary is responsible for providing executive level administrative, logistical, documentation preparation, coordination, maintenance and distribution, liaison, financial and procurement support to the Senior Solicitor and solicitor/legal counsel/s for the Nova Scotia Human Rights Commission. In addition the Secretary would provide backup support to the CEO’s Executive Assistant.

As the Secretary you will support Sr./legal counsel for the HRC by gathering and compiling information in support of the Solicitor’s responsibilities to the HRC related to policy and legislation, the review of documentation and provision of advice to the Dispute Resolution and Education RREI divisions and the development of training and presentation materials.

The position requires excellent communication and de-escalation skills.

The Secretary reports to the Senior Solicitor/Legal Counsel for the Human Rights Commission.

Primary Accountabilities

• Supports legal counsel in the review and management of the budget, including purchasing and procurement, gathering information and preparing statements for the budget process, assisting with the payment of invoices, ensuring the timely payment of invoices for Commission meetings and Boards of Inquiry
• Supports legal counsel in travel and coordination in accordance with government travel policy
• Leads the preparation of policy, legislative, f/p/t conference, and committee and working group briefing and background materials for legal counsel, the CEO and Minister
• Responsible for the efficient scheduling, logistics administration and coordination and maintenance of electronic calendars for legal counsel/s, including all court times and document filing times for all cases, as well as client appointment times
• Organizes, maintains, and prepares legal precedents. Secretary may either draft or edit all documents generated from the legal unit. This includes all documentation related to production and organization of disclosure and other court related filings
• Maintains a working knowledge of Administrative/Human Rights law, Civil Procedure Rules, court procedures in the higher court levels. (Supreme Court and Court of Appeal) and relevant statute law such as Nova Scotia Human Rights Act, Costs and Fees Act and the FOIPOP Act
• The Secretary is required to conduct research by utilizing the Commission’s library and other research tools including the Internet to search the statutes, civil and procedural rules, case law, CanLii and other online resources
• Maintains lines of communication with all parties involved in legal matters as instructed by counsel
• Supports Board of Inquiry administration and coordination of hearings by sending out correspondence, booking hearings and venues and all technical support necessary to conduct a hearing

Qualifications and Experience

This may be the right opportunity for you if you have successfully completed an office administration program with 4 years of related experience or the equivalent combination of training and experience.

You are resourceful, reliable and have a high degree of organizational skills, which are required to determine priorities with minimal supervision in a busy environment. You possess sound knowledge of office practices and procedures and a comprehensive knowledge of departmental functions.

You are an exceptional communicator (written and verbal) with strong time management skills. You have sound judgement and initiative, often working independently to resolve administrative issues, selecting alternative courses of action.

A high degree of confidentiality, sensitivity and discretion is essential.

You have experience drafting legal documents and are familiar with the Nova Scotia court systems.

Essential skills include advanced computer skills using Microsoft Office (Word, PowerPoint, Outlook and Excel and PCLaw) and efficient office management practices.

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.

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

Most of your work is performed in a comfortable office setting. Occasionally you may need to move or lift objects such as boxes, inventory, or files.

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: EC 05

Salary Range: $1,940.61 – $2,425.76 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.

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 Competitions@novascotia.ca.

Public Service Commission, Government of Nova Scotia