Administrative Assistant

9473BR - Administrative Assistant II

Halifax Regional Municipality is inviting applications for the permanent position of Administrative Assistant II in Facility Design & Construction (FD&C) in Property, Fleet & Environment.

Halifax Regional Municipality (HRM) is committed to reflecting the community it serves and recognizing Diversity and Inclusion as one of the Municipality's core values. We have an Employment Equity Policy and we welcome applications from African Nova Scotians and Other Racially Visible Persons, Women in occupations or positions where they are underrepresented in the workforce, Indigenous/Aboriginal People, Persons with Disabilities and 2SLGBTQ+ Persons. Applicants are encouraged to self-identify on their electronic application.

We are seeking an Administrative Assistant to support the Director and the FD&C Team in delivering a diverse portfolio of construction projects to build, renovate and retrofit buildings to meet the needs of our growing municipality. Our projects include recreation centres, libraries, fire and police stations, transit facilities, service depots and offices. This variety of project types provides an exciting and dynamic work environment, allowing the candidate to contribute this important city building work.

Under the direction of the Director, this position will be responsible for providing senior clerical, administrative and communication support to a fast-paced professional team. Through an excellent knowledge and understanding of organizational policies and procedures, this position will be responsible for the monitoring of efficient practices to ensure the effective operation of the business division. This position requires a strong team player with a high degree of initiative and confidentiality; communication, organizational and proofreading skills; who is able to function effectively within a busy office environment.

DUTIES AND RESPONSIBILITIES:

• Provides clerical and administrative support to the Director by managing inquiries, appointments, filing, researching and compiling information for the preparation of Council reports, correspondence, presentations, and ensuring proper follow up to deadlines is met by the business division
• Schedules, researches and prepares background material for meetings, and other necessary arrangements including attendance, agenda preparation, recording and transcribing of minutes and establishing a follow up for action items
• Responsible for the development and/or implementation of consistent administrative practices and communication protocols (i.e., correspondence, report formats, procurement and financial procedures, general office practices, records management, etc.)
• Processes inquiries from the public, elected officials and staff in a timely professional manner and ensures that all inquiries redirected to staff are properly followed up
• Assists with the preparation of capital and operating budgets, reports, special projects and confidential work
• Monitors expenditures, prepares journal entries, processes invoices/requisitions/POs and inputs budget projections to ensure accuracy of administrative operating budget for the business division, using SAP
• Provides support to team members regarding procurement and finance procedures, understanding the budget process and troubleshooting for SAP
• Responsible for the coordination of PDP interviews with Manager ensuring deadlines are met
• Maintains confidential files such as personnel files, complaints, job classifications, salaries, PDPs, etc., for non-unionized employees within the business unit;
• Prepares and submits time sheets, status change forms and ensures HR database information is accurate and complete; creates and maintains attendance and vacation tracking
• Creates and maintains personnel information such as skills inventory, training requirements (including coordinating training sessions)
• Performs general office duties such as photocopying, sorting and distribution of faxes, reception, preparing packages for courier delivery, inventory and maintenance requests for office supplies and equipment (fax, photocopier, computers, printers, phones, cameras, projector, laptop, etc.) and provide clerical support to the project managers
• Performs other administrative duties as assigned, and/or special projects in support of the Manager

QUALIFICATIONS
Education and Experience:

• Grade 12 (or equivalent) and related clerical or administrative training from a recognized educational institution, plus three years of related experience
• Proficiency with computer applications (Microsoft Word and Excel)
• Strong knowledge of procurement and financial policies and procedures
• Demonstrated proficiency in the usage of SAP financial systems would be considered an asset

Technical/Job Specific Knowledge and Abilities:

• Thorough knowledge of current office management and administration procedures
• Proficiency in current, effective computer technology and related software, i.e., SAP, Microsoft Office
• Thorough knowledge of the municipality's corporate structure, its business units and functions, procedures, and the inter-dependencies/relationships between Corporate Facility Design & Construction and the other business units
• Strong working knowledge of Council and Community Councils
• Strong command of the English language and proofreading skills
• General knowledge of Municipal and Provincial legislation relevant to the business division
• Ability to take and transcribe minutes
• Ability to evaluate information and inquiries and determine an appropriate response, taking into account the needs for confidentiality, tact and responsiveness proficiency

An equivalent combination of education and experience may be considered. Applicants relying on education and experience equivalencies must clearly demonstrate such equivalencies in their application.

Security Clearance Requirements: Applicants may be required to complete an employment security screening check.

Please note - Testing may be conducted as a component of the selection process to assess technical and job specific knowledge. Candidates, who are selected for testing, may be tested in a group setting, scheduled at the employer's discretion.
COMPETENCIES: Communication, Organization & Planning, Teamwork, Customer Service, Valuing Diversity

WORK STATUS: Permanent, full-time

HOURS OF WORK: Monday to Friday, 8:30 am - 4:30 pm, 35 hours per week. (Flexibility to work variable hours is an option. Hybrid work model - combination of working from home and in the office is available).

SALARY: Non-Union Level 3; $51,360 to $66,470. Salary to be commensurate with experience.

WORK LOCATION: 88 Alderney Drive, Dartmouth,

CLOSING DATE: Applications will be received up to 11:59 pm on Sunday, December 1, 2024.

Please note: We thank all applicants for their interest in this position. Only those applicants selected for interview/testing will be contacted.

During the recruitment process, applicants have the right to request an accommodation. Applicants invited to participate in an assessment process (such as an interview or testing) and who require accommodation, should discuss their needs with the Recruiter when invited to the assessment process.