Administrative Assistant I

Halifax Water is accepting applications for One (1) Regular Full Time Administrative Assistant I in the Corporate Services Department. Halifax Water's goal is to be a diverse workforce that is representative of the community we serve, at all job levels. Halifax Water believes a diverse workforce positively contributes to its success, and the success of our community. We encourage applications from qualified African Nova Scotians, LGBTQ+ community, racially visible persons, women in non-traditional positions, persons with disabilities and Indigenous persons. Halifax Water encourages applicants to self-identify in the cover letter. Competition Number : HW25-172EDeadline : Novemebr 12, 2025ResponsibilitiesProvides administrative and senior clerical support to assist the General Manager / Director to carry out their functions applying effective time management and task follow-up. Prepares correspondence and reports from written or verbal instructions, handwritten notes or via dictation. Frequently prepares correspondence that is self composed. Schedules appointments, books boardroom space and equipment, compiles agenda items and background information, records and prepares meeting minutes. Updates Departmental reference manuals / binders and files. Answers, screens, and responds to phone calls coming to the General Manager / Director, log complaints and makes referrals within the Department, other Commission staff and other agencies as required. Brings high profile issues, serious complaints and other matters of priority to the attention of the General Manager / Director. Manages departmental incoming and outgoing mail and ensures follow-up on outstanding items. Processes and approves, within established limits, invoices for departmental supplies and services. Updates and maintains Departmental filing system. Compiles data for annual (Departmental) budget and performs other budget related analysis. Keeps accurate up-to-date records and ensures payment processes are followed in an accurate and timely manner. Serves as a backup for other Administrative Assistants. Serves as a resource person for Commission Board members and general public seeking information. Compiles data, statistics and other information. Prepares Departmental and Commission reports, newsletters and presentations. Prepares tender documents, advertisements, and progress claims in support of contract administration. Responsible for special assignments and other related duties as assigned.QualificationsEducation: Completion of Grade 12, and a related business or secretarial program. A combination of equivalent education and related experience may be considered. Experience: Minimum five years of related experience. Senior administrative support experience and demonstrated proficiency in executive-level support would be considered an asset. Knowledge, Skills and Abilities: Demonstrated knowledge and proficiency with Microsoft Office 365, including but not limited to Word, Excel, Project, SharePoint, Teams, Planner, and Copilot. Enterprise Resource Planning (ERP) knowledge: Experienced in data entry and retrieval, report creation, compliance documentation, regulatory adherence, organizational procedures and file & records management. Organizational Skills: Demonstrated ability to efficiently manage schedules, meetings, and documentation to ensure effective operations. Communication Skills: Proactive communication with interested parties at various levels of public and private organizations. Effective use of organizational communication technology based on the priority of the correspondence. Excellent written and verbal communication skills. Attention to Detail: Demonstrated ability to produce accurate information in all tasks and communications. Adaptability: Flexible and responsive to the dynamic needs of the Director and Department. Establishing strong working relationships with internal and external stakeholders to facilitate collaboration and support. High degree of professionalism and confidentiality in handling sensitive information.About Halifax WaterAs Atlantic Canada's Largest Water Utility, our purpose is to supply and safeguard sustainable, high-quality water services. Everything we do at Halifax Water is tied to our purpose. With employees who are dedicated to supplying high-quality services for water, wastewater, and stormwater, through a 'One Team One Water' attitude, we can meet the challenges of a growing population, aging infrastructure, and increasing regulatory compliance. Halifax Water employees strive to be stewards of our environment and are fueled by a passion to serve our communities. Employee commitment and dedication of service mean a great deal to our customers, stakeholders, and to Halifax Water. As an employee, Halifax Water is proud to offer you : Pension & Benefits: We invest in our employees. As a member of our team, you will have access to a competitive benefits package, including health insurance, retirement plans, long-term disability, paid holidays, vacation, sick leave, fitness incentives and much more. Learn more about the benefits of working at Halifax Water on our website; HalifaxWater.ca Diversity, Equity, and Inclusion: We continually foster a more diverse workforce representative of our communities at all job levels. We know that a diverse workforce positively contributes to our success and the success of our community. Career & Professional Development: We encourage job development opportunities for all employees, including on-the-job training, tuition assistance, eLearning courses, classroom-based training, and more. We are committed to providing a safe and hazard-free work environment. Our employees' health and well-being are a top priority, and we promote a safety-first culture to provide daily healthy, safe, sustainable, and reliable services. We take this responsibility seriously and feel immense pride in reaching beyond industry service standards. As a public service utility operating critical infrastructure on behalf of our customers, our employees are trained in Emergency Measures Operations (EMO) and Incident Command System (ICS). This type of training allows Halifax Water to respond to all emergencies, from simple water main breaks to keeping customer water flowing (water, wastewater, and stormwater) through Hurricanes and other major natural events. To learn more about What We Do, visit Halifax Water. #J-18808-Ljbffr