Administrative Support Assistant

3 weeks ago

Dartmouth, Canada Halifax Regional Municipality Full time

**Job Posting**
- Reporting to the Division Chief, Fire Prevention Division, the Administrative Support Assistant works independently, manages multiple tasks, and provides administrative support to the Fire Prevention Division. This position requires a team player with a strong customer service focus, a high degree of initiative, and technical, organizational and communication skills.
- **DUTIES AND RESPONSIBILITIES**:

- Provides clerical and administrative support by reviewing, responding to and directing inquiries, arranging appointments, and preparing correspondence.
- Receives various requests from Access and Privacy (A&P) for Fire Prevention records, advises A&P when there is an absence of records, or advises designated staff when records exist.
- Prepares and maintains documents such as information tables, forms, phone lists and reports
- Schedules meetings; arranges facilities, equipment and other logístical requirements.
- Prepares agendas, records and distributes minutes; follows up on action items identified at the meetings to ensure completion.
- Receives and processes requests for public education related programs including materials and visits by operational crews.
- Provides administrative assistance with the Fire Safety Maintenance Inspection (FSMI) program, including data entry and owner contact research.
- Prepares various reports using FDM as a primary data source
- Assist in the accuracy of property and inspection information in database program (FDM) by sending verified changes to GIS division.
- Performs data entry for various third party inspection records.
- Ensures operating manuals are maintained and updated as procedural changes are made to processes.
- Prepares and submits time sheets and maintains Overtime List for divisional staff.
- Prepares and maintains annual vacation roster for divisional staff.
- Prepares billing request forms for cost recovery for services provided by the division, and forwards to Financial Assistant (Fire) for financial processing.
- Develops and maintains a records management system for numerous projects, files, inspections, etc.
- Replenishes stationery stores for the division as required; arranges for maintenance for office equipment.
- Prepares cheque requests, purchase requisitions, assigns cost centres and GL accounts.
- Reviews division’s budget and revenue accounts for status.
- Responsible for Petty Cash for division; reconciliation and replenishment.
- Distributes mail for the division.
- Updates, maintains and publishes information to internal & external Fire Prevention web pages as required, using appropriate HRM Corporate software
- Other related duties as assigned.

**QUALIFICATIONS**
**Education and Experience**:

- Grade 12 plus a two (2) year diploma in Business Administration from a recognized educational institute.
- Minimum two (2) years’ related experience in an administrative position.
- Experience with Halifax Regional Fire & Emergency is an asset

**Technical / Job Specific Knowledge and Abilities**:

- Thorough knowledge of Halifax Regional Fire & Emergency
- Knowledge of Municipal Government and services provided
- Strong focus on customer service skills, as this division receives a high volume of inquiries from the public
- Proficient in the use of computer-related software (ie: FDM, Hansen, MS Office (Word, Excel, Outlook, Visio), SAP, Drupal)
- Proficient typing skills

**Security Clearance Requirements**:Applicants may be required to complete an employment security screening check.- **COMPETENCIES**:Communication, Customer Service, Organizational Awareness, Organization & Planning, Teamwork & Cooperation, Valuing Diversity, Conflict Management, Values & Ethics
- **WORK STATUS**: Permanent, full-time
- **HOURS OF WORK**:Monday to Friday, 8:30am to 4:30pm for 35 hours per week.
- **SALARY**:$27.58 per hour; level 4 as per the collective agreement between NSGEU Local 222 and HRM
- **WORK LOCATION**: 7 Mellor Avenue, Dartmouth, NS
- **CLOSING DATE**: Applications will be received up to **11:59 pm on March 10, 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.
- (position # 72285853)

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