Office Administrative Coordinator

About Us

The Department of Municipal Affairs and Housing (DMAH) is dedicated to working with municipalities to build healthy, vibrant, and safe communities throughout Nova Scotia. Municipal Affairs provides programs, grants, and funding opportunities for municipalities and community groups. The Department also provides services and guidance to municipalities in many areas including land use planning, budget planning and finance, infrastructure development, policy and program development.

The Department of Municipal Affairs and Housing is also responsible for ensuring the availability of safe, suitable, and affordable housing for all Nova Scotians. Our work involves making strategic investments, leveraging new funding, and building on critical partnerships to help further position ourselves to meet current and future housing challenges.

About Our Opportunity

Are you a highly organized and detail-oriented professional seeking an exciting opportunity to contribute to the success of a dynamic department?

We are actively searching for a skilled Office Administrative Coordinator to join our Municipal Affairs Branch of DMAH. In this role, you ensure the smooth functioning of the branch by providing essential support in areas such as administration coordination and support, corporate initiatives, and communication. You are responsible for a variety of tasks, including financial monitoring, budget coordination, and fostering adherence to administrative and operational policies.

This is the perfect opportunity for you if you thrive in a fast-paced environment, excel in multitasking, and are passionate about contributing to the strategic goals of a government department.

Primary Accountabilities

With minimal direction, your expertise will provide executive and senior-level administrative assistance and support including:

• Managing schedules, coordinating meetings, handling correspondence, tracking approvals of correspondence and operational items for the Branch’s Executive Leadership.
• Overseeing office administration, financial processes, and internal support services.
• Coordinating and tracking the Branch's corporate operating budget as well as ensuring adherence to guidelines.
• Managing the inventory of office supplies, contracts, and vendor relationships.
• Ensuring the effective management of human and financial resources.

Qualifications and Experience

You’ve completed post-secondary education in Business Administration, Public Administration, or another related field combined with several years of experience providing senior-level administrative support. Additional certifications or training in executive support, financial management, or government administration would be considered an asset.

You have a proven track record of providing high-level executive support under minimal direction, including scheduling, correspondence, and meeting coordination.

You must also demonstrate:

• Exceptional organizational and multitasking abilities.
• Strong interpersonal and communication skills, both written and verbal.
• Ability to work under pressure, meet deadlines, and manage multiple competing priorities.
• Proficiency in office software and applications.
• Demonstrated leadership competencies and the ability to promote teamwork and individual development.

Further assets include:

• An understanding of government structures, policies, procedures, and practices.
• Experience with financial forecasting, and procurement processes in a government setting.

LEADS

The Government of Nova Scotia has adopted the LEADS Leadership Framework. During the interview, candidates will be expected to express how they have demonstrated the key behaviors and capabilities required to effectively lead in a caring and inclusive environment. LEADS Domains include Leads Self, Engage Others, Achieve Results, Develop Coalitions, and Systems Transformation.

Please follow LEADS for more information.

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

We recognize equivalent combinations of training, education, and experience, providing opportunities for individuals with diverse backgrounds to contribute their skills and expertise. Applicants relying on education and experience equivalencies must demonstrate such equivalencies in their application.

Benefits

Based on the employment status, 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.

Working Conditions

This position requires the successful candidate to work on-site. You will be working within a high-paced, busy office environment with strict deadlines. Most of your time is spent in a comfortable office setting. Your normal work week is 35 hours/week, 7 hours/day. You may be required to work overtime on occasion. 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.