New Job Administrative Assistant In Nova Scotia

Administrative Assistant
Administrative Assistant

Administrative Assistant

Company : Halifax Regional Municipality
Salary : Details not provided
Location : Nova Scotia

Full Description

Job Posting

Halifax Regional Municipality is inviting applications for the permanent position for an Administrative Assistant in Traffic Management. 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.

Reporting to the Director, the Administrative Assistant is the frontline staff person responding to internal and external inquiries. This position provides senior secretarial, clerical, technical, administrative and communication support to the Manager and professional staff team. This includes developing and implementing systems for the effective communication, follow up and management of information within the business unit, as well as liaising among staff within and outside the business unit. A good knowledge and understanding of the organization and its policies and procedures is necessary in order to provide accurate and timely information. This position requires a high degree of initiative, confidentiality and cooperation and a highly organized individual to deal effectively with a busy office environment.

  • Provide clerical and administrative support to the Manager of Traffic Management team, i.e., managing inquiries, appointments, correspondence, and electronic communication for the team, and ensuring proper follow up so deadlines on various projects for the team are met.
  • Maintain confidential files such as personnel files, job classifications, salaries, negotiations, complaint and grievance files.
  • Assists with preparation of budgets, reports, projects and confidential work, including formulating and signing administrative correspondence when necessary.
  • Create and manage an effective records management system.
  • Prepare documents such as letters, information tables, reports and requests and ensure follow up.
  • Be familiar with section’s work programs and assist with coordination of projects and work activities as directed by the Manager.
  • Schedule meetings, track attendance, prepare agendas and minutes.
  • Establish and maintain consistent administrative procedures and communication protocols for correspondence, emails, records systems, travel arrangements and Council reports.
  • Prepare and monitor budget tracking expenditures on all accounts using SAP.
  • Respond to and direct citizen inquiries.
  • Perform general office duties such as faxing, photocopying, filing, telephone, reception, sorting and directing mail, and preparing packages for courier delivery.
  • Ensure SAP HR information is compiled and updated; submit time sheets and track leave.
  • Order and maintain office supplies.
  • Perform other administrative duties as assigned, and/or special projects in support of Traffic Management.

Education and Experience:
  • Grade 12 (or equivalent) and secretarial or administrative training from a recognized educational institution, plus 3 years of related experience OR equivalent combinations of education and experience.
  • Technical / Job Specific Knowledge and Abilities:
  • Excellent knowledge of HRM policies and procedures.
  • Excellent knowledge of municipal government and its services.
  • Understanding of website applications is an asset.
  • Proficiency with computer applications (MS Word, Excel, SAP, SAP HR, Hansen).
  • Proficiency with SAP financial systems
  • 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: Analytical Thinking; Communication; Customer Service; Organization and Planning; Teamwork and Cooperation; Values and Ethics and Valuing Diversity;

WORK STATUS: One (1) permanent, full time position

HOURS OF WORK: Monday to Friday, 8:30 am-4:30 pm; 35 hours per week

SALARY: Non-Union Level 03 $47,170- $64,840

WORK LOCATION: 21 Mount Hope Avenue, Dartmouth

CLOSING DATE: Applications will be received up to 11:59 pm on Tuesday February 14, 2023

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 #72281389)