New Job Administrative Assistant Ii In Nova Scotia

Administrative Assistant II

Company : Halifax Regional Municipality
Salary : $46,700 - $64,200 a year
Location : Nova Scotia

Full Description

Halifax Regional Municipality is inviting applications for the permanent, full-time position of Administrative Assistant II in Financial Policy and Planning, Finance & Asset Management. This position will be designated with the intent to hire an individual from those who self-identify as African Nova Scotians, racially visible persons, women (applying for nontraditional positions), persons with disabilities, Aboriginal persons and persons of the LGBTQ+ community. HRM encourages applicants to self-identify.

Reporting to the Director, Financial Policy and Planning, the Administrative Assistant provides clerical and administrative support to the Financial Policy and Planning Division, Corporate Planning, and other areas of Finance and Asset Management. It includes developing and implementing systems for the effective communication, follow up, and management of information and actions, as well as liaising among staff within and outside the business unit.

This includes working closely with the Director developing and managing the operational plans for the Division. The position requires a high degree of initiative, a strong customer service focus, and robust organization skills, to deal effectively with a demanding office environment. Confidentiality of information is required, as this position will have access to budget, payroll, collective bargaining, and personnel information.

  • Provide clerical and administrative support to staff of Financial Policy and Planning (including the Grants Office) and Corporate Planning. This includes managing inquiries, appointments, correspondence, electronic communication and ensure proper follow up on action items.
  • Schedule, create agendas, prepare background material for meetings, and make other necessary arrangements including attendance, recording of minutes, and transcribing minutes from handwritten notes.
  • Research, prepare or assist with the preparation of letters, presentations, reports, special projects, and confidential work utilizing various software.
  • Prepare and monitor the Division budget, track expenditures using SAP.
  • Establish and maintain consistent administrative procedures in terms of correspondence, electronic filing systems, travel arrangements and council reports.
  • Work towards streamlining manual and paper processes through the more effective use of software and technology.
  • Support the Finance Report Tracking (FinTrack) system, including logging and assigning reports.
  • Create online job postings in Brass Ring.
  • Schedule job interviews and assist the Director with orientation of new employees.
  • Assist the Directors with monitoring of the annual operational plan and ensure all deadlines are met.
  • Review staff attendance and advise the Director when timesheets are ready for submission.
  • Maintain confidential electronic files on performance, job classifications and salaries.
  • Respond to and direct customer inquiries in a professional, customer-focused manner.
  • Perform general office duties as well as other administrative duties as assigned.
  • Assist the staff team with various projects, as required.
Education & Experience:
  • Grade 12 and a business or administrative diploma from a recognized educational institution.
  • Three to five years’ experience in an administrative or related position, preferably in a municipal government environment.
  • An equivalent combination of education and experience will be considered.
Technical / Job Specific Knowledge and Abilities:
  • Proficiency with computer applications for correspondence, reports, budgeting, and presentations such as MS Office (Word, Excel, PowerPoint) and Report Centre. Comfortable with learning and using technology.
  • Experience with SAP financial systems.
  • Excellent knowledge of municipal government and its services.
  • Thorough knowledge of current, effective office procedures.
  • Thorough knowledge of the services provided by the Halifax Regional Municipality.
  • General knowledge of Municipal and Provincial legislation.
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.

HRM takes the health and safety of its job applicants and employees seriously. Where possible, recruitment testing and interviews will be done by way of phone, video conference, or other virtual means to assist with and encourage social distancing. For applicants with concerns about computer or internet access or to request another accommodation to the recruitment process, please contact your HR representative or [email protected].

COMPETENCIES: Valuing Diversity, Organization and Planning, Organizational Awareness, Teamwork & Cooperation, Conflict Management, Communication, Customer Service, Analytical Thinking

WORK STATUS: Permanent, full-time

HOURS OF WORK: Monday-Friday, 8:30am-4:30pm, 35 hours per week. Some flexibility may be required due to operational needs.

SALARY: Level NU 3, Pay Band Range $46,700 - $64,200

WORK LOCATION: 40 Alderney Drive (5th Floor Alderney Gate), Dartmouth, NS

CLOSING DATE: Applications will be received up to midnight on Tuesday, November 2nd, 2021.

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.

(position #72281458)