Operations Administrative Support

ADMINISTRATIVE SUPPORT

• Halifax Regional Municipality
• Dartmouth, NS

JOB DETAILS

• Full-time
• 1 day ago

SKILLS

• Clerical processing
• Microsoft Access
• Microsoft Outlook
• Document preparation
• Spreadsheets
• SAP
• Financial reporting
• Filing
• Process improvement
• Technical support
• High school diploma or GED
• Client services
• Human resources
• Customer service orientation
• Data entry
• Organizational skills
• Front desk
• Typing
• Journal entries
• Business
• Adobe Acrobat
• Client interaction

FULL JOB DESCRIPTION

Halifax Regional Municipality is inviting applications for a term, position (up to 6 months) of Administrative Support in Corporate Fleet.

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.

Under the direction of the Superintendent of Municipal Fleet, the Administrative Support fulfills administrative support responsibilities to the administrative section of Corporate Fleet. The Administrative Support is responsible for clerical support concerning the maintenance and serving of the Municipal Fleet Vehicles. This position requires a high degree of initiative, customer service, and strong organizational skills. The Administrative Support must be a self-starter able to handle confidential / sensitive work efficiently and effectively with minimal supervision. The individual must have a strong commitment to work in a close team environment. As Administrative Support for Corporate Fleet, the incumbent must be able to provide information and services to both internal and external clients of the Halifax Regional Municipality.

DUTIES AND RESPONSIBILITIES

• Assist the procurement staff with requests for quotation for services.
• Support the vehicle tendering process.
• Monitor financial reports in SAP and Fleet Focus, and produce Journal Entries to correct errors, when required.
• Review time cards and work orders to ensure all information is accurate and complete.
• Scan quotes, inspection reports, driver defects reports, etc. to work orders in Fleet Focus to maintain vehicle history/cost, ensuring compliance regulations are met.
• Prepare and track records, liaising with staff in Fleet and other business units as required (i.e. Payroll discrepancies and confidential information).
• Verify monthly corporate credit card statements for accuracy and completeness (i.e. Ensure correct coding to work orders, cost centers, cost elements, etc.).
• Coordinate the administrative functions of the division.
• Actively seek out opportunities to improve the overall effectiveness of the division through industry best practices.
• Work with other Corporate Fleet staff to ensure consistent processes are followed between areas of responsibility.
• Investigate and liaise with IT regarding computer equipment, software, and phones.
• Be the main point of contact for Building Maintenance request.
• Provide assistance by organizing meetings, training, including agenda preparation, booking locations and minute taking.
• Maintain the Corporate Fleet Training Database.
• Respond to and direct enquiries on Fleet matters in person, over the telephone and through electronic correspondence with accuracy, professionalism and enthusiasm.
• Prepare various reports and correspondence for the management team within division.
• Undertake administrative responsibilities such as ordering of office equipment, supplies, distributing mail, etc.
• Provide follow up of action items for division.
• Support specific technical activities such as preparation and updating of spreadsheets and databases, web page and Fleet Focus related activities.
• Assist in the preparation of time sheets and the maintenance of vacation and training records on behalf of department.
• Process core returns on parts, based on the credit invoices received from vendors.
• Perform office duties such as photocopying, faxing, filing, receiving deliveries and coordinating outgoing courier packages.
• Provide reception service to internal and external clients as required.
• Fill in for the Fleet Asse