Constituency Assistant - Permanent, Full-Time – Halifax Chebucto

The Office of Krista Gallagher, Member of the Legislative Assembly (MLA) for Halifax Chebucto is seeking a highly motivated, organized individual to provide constituency support, including office management, communications, community outreach, casework, and administrative assistance.

The successful candidate will have excellent interpersonal and communication skills, be highly organized, have experience overseeing a client-facing office with minimal supervision, and value diversity, equity, and accessibility in their work.

Office
Office of the MLA for Halifax Chebucto.

Location
Halifax, Nova Scotia

Description

The Constituency Assistant provides administrative and other assistance to the elected Member of the Legislative Assembly in carrying out duties to constituents, including communication, organization, scheduling, casework, event planning, research, and some financial administration.

The Constituency Assistant often works alone in the constituency office and exercises full responsibility for the operation of the office in a manner that provides for efficient work and a safe and secure workplace, with support from the NSNDP Caucus Office, the Office of the Speaker, and House of Assembly Operations.

Responsibilities

Casework

• Undertake, investigate and complete constituency casework including:
  • obtaining approval from constituent to investigate on their behalf;
  • compiling facts based on effective questioning of constituents on issues; and
  • investigating appropriate resources.
• May include completing forms or applications on behalf of the constituent with their consent.
• Maintains electronic case management system, ensuring a fully confidential process and filing that includes a proprietary case and contact database.

Outreach

• Organizing outreach events such as open houses, including producing all necessary promotional and programming materials, booking venues, coordinating with potential attendees and other tasks that may be required
• Setting up meetings between local groups and individuals with the MLA either inside or outside the office
• Maintaining MLA calendar of activities including identifying upcoming community events
• Maintaining relationships with local stakeholders, including unions, community groups, business associations, student groups, and religious organizations.
• Attending community meetings or activities within the constituency with or on behalf of the MLA
• Attending to other tasks assigned by the MLA relating to maintenance of positive community relationships within the constituency, including identification of issues of concern in the constituency.

Office Management

• Manages and monitors the constituency budget allocated by the House of Assembly Management Commission and prepares all MLA expense claims for review and submission
• Recommends purchase of furniture, equipment and technology
• Trains and motivates volunteers and/or casual staff working in constituency office
• Maintains constituency office with the objective of providing an efficient and orderly workplace
• Understands and applies the Regulations of the House of Assembly Management Commission in all the above, including seeking clarification from the Office of the Speaker where questions exist

Qualifications

• Excellent interpersonal skills.
• English/French bilingualism a strong asset
• Excellent organizational and time management skills, including a keen attention to detail. Excellent organizational and time management skills, including a keen attention to detail.
• Strong written and verbal communication skills, including experience drafting, formatting and editing office correspondence and promotional materials, digital and print
• Effective communication, customer service, problem solving and decision- making skills
• Well-developed organizational, time management and daily planning skills
• Experience working in office environment without direct supervision is preferred
• Knowledge of government and community-based services, community groups and organizations, and local publications considered an asset
• Knowledge of current issues impacting the constituency considered an asset
• Proficiency in MS Office (Word, Excel), Google Workspace, internet, email, and social media platforms (Meta suite, X)
• Experience working with database software, particularly on the Populus platform, considered an asset
• Reside in the constituency or has direct personal knowledge of constituency, including knowledge of local groups and organizations
• Ability to travel within constituency to carry out job-related responsibilities as required

Compensation

• Nova Scotia Public Service Commission Pay Band EC 06 ($1,892.10 - $2,601.60 biweekly) for;
• 35 hours weekly (9:00am-5:00pm with some flexibility) with 15 days of paid vacation per fiscal year and cost-shared health and dental plan

Closing date

No later than 11:59 PM, Friday, January 3, 2025

Send your resume and a cover letter by email, addressed to MLA Krista Gallagher,to ndpcaucus@novascotia.ca, under subject line “Halifax Chebucto Constituency application”. Include anything else that shows why you are a good fit for the position.

Per the Nova Scotia Public Service Commission: 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, Women and 2SLGBTQIA+ folk in occupations or positions where they are under-represented. If you are a member of one or more equity groups you are encouraged to self-identify in your cover letter or your resume.