Administrative Assistant

3 months ago

Halifax, Canada Halifax Regional Municipality Full time

**Job Posting**
- Under the general direction of the Manager, Ferry Operations the Administrative Assistant in Ferry Operations is responsible for providing senior confidential administrative services to the Manager, Ferry Operations. This position also provides services and coordination support to the entire Ferry division (including functional areas of Ferry Operations, Ferry Staffing & Scheduling, Ferry Shore Maintenance, and Ferry Security).
- The Administrative Assistant supports the creation and administration of the Halifax Transit Ferry budget and financial portfolio, provides procurement support for the Ferry Division including sourcing, purchasing and accounts payable, as well as general administrative support to all Halifax Transit Ferry Operations employees.
- The Administrative Assistant makes effective recommendations to the Manager, Ferry Operations regarding improvements to maximize the efficiency of organization in the Ferry Division’s office, and other office related matters. This position requires a team player with an attentive approach to customer service and a focus on quality and order. A high degree of initiative, problem solving, analytical thinking, and an ability to meet tight deadlines with ever changing priorities is required.
- This is a term position, however, may become permanent. If permanency is determined, the incumbent may have their status changed from temporary to permanent without going through a second competition, provided that performance expectations are being met.**DUTIES AND RESPONSIBILITIES**
- Provides administrative support to the Manager, Ferry Operations including:

- Responds to inquiries for the Manager when they are unavailable;
- Coordinates team meetings, including: scheduling, creation of agendas, coordinating meeting room logistics, tracking action items;
- Retrieves SAP reports and data, as well as formats and conducts preliminary analysis of confidential reports from the finance management system.
- Provides administrative support for the Ferry Division including:

- Collect, organize, distribute for review and archive vessel log books, including the Shift Log and the Engine Room Log;
- Collect, organize and archive documents and records;
- Provides procurement support for the Ferry Division including sourcing, purchasing and accounts payable, with a focus on procurement for Ferry maintenance activities;
- Processes and tracks procurement Requisitions and PO’s and updates procurement database;
- Supports the maintenance of training documentation, records crew certificates and database records required to abide by governing Federal Marine Regulations;
- Assists the Supervisor, Crewing and Scheduling to administer the collection, verification and processing of Ridership Data and other KPI’s;
- Assists the Supervisor, Crewing and Scheduling to administer, audit and submit payroll information, prepare and distribute time sheets and overtime reports;
- Assists the Supervisor, Crewing and Scheduling to administer the hiring of new employees and other internal position management related functions including on and offboarding documentation;
- Maintains the currency of notice boards for occupational health and safety information;
- Organizes and administer uniforms for new ferry personnel;
- Organizes, administers and reports issues associated with the Halifax ferry terminal office complex;
- Coordinates vacation schedules for the team, identifying potential conflicts;
- Monitors, orders and distributes stationery and supplies;
- Coordinates all travel arrangements for the Ferry Division team according to HRM policies
- Confidential Meeting Support:

- Participates in meetings with the Manager of Ferry Operations & Supervisory staff, recording confidential minutes;
- Prepares scheduling, background material and agendas for meetings; book facilities, coordinate meeting logistics;
- Maintains a “bring forward” system and pursues action items with staff to ensure there is adequate follow-up;
- Ensures approved minutes are promptly available, both electronically and in hard copy.
- Financial Administration Support:

- Responsible for preparing, and monitoring compensation and cost data against established metrics, for the division’s management staff in a timely and accurate manner;
- Provides budget support; administration of budget preparation, monitoring of cost centers for anomalies etc.

**QUALIFICATIONS**

**Education & Experience**
- Successful completion of grade 12 and a diploma in Office Administration or equivalent;
- Minimum three years related experience in an administrative position providing direct administrative support to managers;
- Experience in the Transit and /or Marine Industry, preferably with an understanding of Transit Marine Operations, considered an asset.

**Technical/Job Specific Knowledge and Abilities**
- Thorough knowledge of current and effective office systems and procedures, and information management principles;
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