Clerk 3 (ADM04) – Administrative Support
Upstaff · Kentville, Canada
Client: Government of Nova Scotia – Department of Labour, Skills and Immigration
Branch: LSI Safety Branch – Western Region
Location: Kentville, Nova Scotia – 5 Shylah Drive
Work Arrangement: Onsite
Contract: October 12, 2026 – December 18, 2026
Duration: 50 business days
Schedule: Monday–Friday, 7 hours/day
Openings: 1
Pay Structure: Hourly
Closing Date: October 7, 2026 at 12:00 PM
Position Overview
The Government of Nova Scotia is seeking a Clerk 3 (ADM04) to provide administrative and operational support to the Labour, Skills and Immigration (LSI) Safety Branch – Western Region in Kentville.
The successful candidate will support a team consisting of 7 Occupational Health and Safety (OHS) Officers and 1 Regional Director. This is a hands-on administrative support position requiring strong organizational skills, attention to detail, sound judgment, professionalism, and the ability to manage multiple priorities in a busy government office environment.
The incumbent will be responsible for managing office workflow and communications, maintaining records and case files, responding to inquiries and complaints, preparing correspondence and reports, administering Summary Offence Tickets, and providing support with procurement, invoicing, budget monitoring, inventory management, and other administrative functions.
Key Responsibilities
The successful candidate will be responsible for, but not limited to:
Administrative & Office Support
- Manage day-to-day office workflow and administrative activities for the Western Region team.
- Support the Regional Director and OHS Officers with administrative requirements.
- Coordinate and maintain office communications and documentation.
- Prepare, format, review, verify, and distribute documents and correspondence.
- Maintain accurate records, files, databases, and case documentation.
- Organize and distribute inter-office mail and other communications.
- Provide general administrative support as required.
Records & Case File Management
- Maintain confidential records and case files in accordance with established policies and procedures.
- Ensure records and documentation are complete, accurate, organized, and readily accessible.
- Perform document preparation and verification.
- Track and update information while ensuring attention to detail and data accuracy.
Client, Public & Internal Communications
- Respond professionally to inquiries, requests, and complaints.
- Communicate with internal staff, external stakeholders, and members of the public as required.
- Provide timely administrative follow-up and escalate matters when appropriate.
- Exercise discretion when handling sensitive or confidential information.
Financial & Procurement Administration
- Provide administrative support for procurement activities.
- Assist with invoicing and related documentation.
- Support budget monitoring and financial administration.
- Assist with the preparation of various financial statements and related records.
- Review and verify financial and administrative documentation for accuracy.
Summary Offence Tickets
- Provide administrative support related to the administration and processing of Summary Offence Tickets.
- Maintain accurate records and documentation associated with ticket administration.
- Follow established procedures and guidelines when processing related information.
Inventory & Office Operations
- Maintain office inventory and related records.
- Monitor supplies and equipment requirements.
- Support inventory distribution and management.
- Assist with the efficient operation of the office and identify administrative issues requiring attention.
Judgment & Decision-Making
- Perform a variety of assignments requiring specialized knowledge of the relevant administrative area.
- Apply judgment and make decisions when dealing with exceptions to established guidelines and procedures.
- Prioritize competing administrative requirements while meeting deadlines.
- Work independently under broad supervision while escalating issues appropriately.
RequirementsMandatory Qualifications
Candidates must meet the following minimum qualification requirement:
- Grade XI education plus four (4) years of related experience, OR
- An equivalent combination of training and experience.
Required Experience & Skills
Candidates should demonstrate:
- Strong administrative and office management experience.
- Experience maintaining records, files, and documentation.
- Experience preparing and verifying documents and correspondence.
- Experience handling inquiries, requests, and complaints professionally.
- Experience supporting financial administration, including invoicing and budget monitoring.
- Experience with procurement administration.
- Experience maintaining and managing inventory.
- Strong organizational and time-management skills.
- Excellent attention to detail and accuracy.
- Strong written and verbal communication skills.
- Ability to exercise sound judgment and make decisions within established guidelines and procedures.
- Ability to manage multiple priorities and work effectively in a busy office environment.
- Ability to work independently under broad supervision.
- Professionalism and discretion when handling confidential or sensitive information.
Preferred Candidate Profile
The ideal candidate will be a highly organized administrative professional who can take ownership of day-to-day office support activities and work effectively with a team of OHS Officers and a Regional Director.
Candidates with experience in government, regulatory, occupational health and safety, legal/administrative environments, or other structured public-sector settings would be an asset