Administrative Assistant Ii

5 days ago

Halifax, Canada Halifax Regional Municipality Full time

**Job Posting**
- Reporting to the Director of Development Services, the Administrative Assistant is responsible for providing administrative support to the division in the delivery of high-quality customer service in a fast-paced and ever-changing working environment. The position requires a team player with a high degree of initiative, flexibility and confidentiality and an effective communicator with excellent organizational and problem-solving skills.
- **DUTIES AND RESPONSIBILITIES**:

- Manages inquiries, appointments, correspondence, and electronic communication for the Manager, in addition to ensuring proper follow-up to ensure deadlines are met.
- Provides and maintains consistent administrative support and assistance to the division including editing, proofing and formatting of reports to Council and Committees and draft correspondence.
- Coordinates responses by Manager and staff to the Mayor and Councillors, as well as for Council status sheet items, and ensures timely follow-up.
- Provides assistance to Manager in the coordination of the recruitment and selection process including preparing staffing action forms, employee data change forms, job postings, maintaining and updating job descriptions, and preparing interview packages.
- Assists in the scheduling and maintaining performance and development plans for division staff.
- Acts as liaison with FOIPOP office for the division.
- Prepares, approves and submits attendance sheets and maintains vacation schedules.
- Responds to and directs customer inquiries on divisional matters.
- Coordinates schedules, formulates agendas, obtains/prepares background material, records, transcribes and circulates minutes, follows up on action items, prepares and tracks correspondence for meetings, consultative processes and committees involving both internal staff and external clients.
- Assists with the preparation of reports, special projects and confidential work, and formulating and signing administrative correspondence when necessary.
- Researches and produces documents such as letters, reports, financial data, utilizing word processing and financial software.
- Assists Manager with preparation of presentations and other information for use at various meetings.
- Maintains consistent administrative procedures for correspondence, filing systems, and council reports.
- Assists with preparing and monitoring the budget, tracking expenditures on all accounts using SAP; in addition, responsible for the input of monthly forecast variances and prepares background financial data/reports, as required.
- Maintains confidential files such as personnel files, grievances, complaints, job classifications, salaries, etc. for all division staff; maintains confidentiality of information.
- Performs general office duties as needed such as photocopying, faxing, sorting and directing mail, preparing packages for courier delivery, processing mileage claims, ordering supplies and processing invoices.
- Performs other administrative duties as assigned, and/or special projects.

**QUALIFICATIONS**
**Education and Experience**
- Grade 12 and a certificate or diploma in business from a recognized educational institution.
- Experience working in a public sector environment, with at least three (3) years’ experience in support of a senior administrator/manager with demonstrated performance capabilities.

**Technical/ Job Specific Knowledge and Abilities**
- Thorough knowledge of administrative/office management practices and procedures, including and establishment and maintenance of filing systems
- Knowledge of finance, procurement and budgeting procedures
- Excellent organizational skills with proven ability to prioritize competing demands and timelines to accomplish tasks.
- Above average attention to detail with a high level of accuracy
- Effective written communication and positive interpersonal skills.
- Analytical and problem-solving skills
- General knowledge of Municipal and Provincial legislation relevant to the business unit
- General knowledge of the services provided by HRM, Planning and Development and other business units in HRM
- **Security Clearance Requirements**: Applicants may be required to complete an employment security screening check.- **COMPETENCIES**: Customer Service, Teamwork & Cooperation, Analytical Thinking, Communication, Networking & Relationship Building, Organization and Planning, Valuing Diversity
- **WORK STATUS**: Permanent, Full-time
- **HOURS OF WORK**: Monday to Friday, 8:30 am - 4:30 pm, 35 hours/week (flexibility required as needed)
- **SALARY**: Non-Union, Level 3 - $47,630 - $65,490 annually (will commensurate with education and experience)
- **WORK LOCATION**: 3rd floor of Duke Tower (5251 Duke St, Halifax)
- **CLOSING DATE**: Applications will be received up to **11:59PM on February 25, 2024.**

**Please note**: We thank all applicants for their interest in this position. Only those applicants selected for interview/testing will be con

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