Administrative Assistant

3 weeks ago

Dartmouth, Canada Halifax Regional Municipality Full time

**Job Posting**- This position requires discretion and a commitment to respecting confidentiality, an ability to work independently, demonstrated sound ability in handling situations of complex and sensitive nature while still providing strong customer service, attention to detail, and a high level of political acuity.**DUTIES AND RESPONSIBILITIES**:
**Administrative Coordination**
- Responsible for the administration and appropriate and timely action of all hard copies, electronic documents, and correspondence received by the Emergency Management Office
- Provides statistics and data on mail and correspondence volume and creates reports as required
- Ensures all distribution lists for EM Committee, Internal briefing groups, and Community groups are maintained
- Delivers support for meetings of Committees including logístical, technical, administrative, and customer-service-related tasks as required
- Financial administration, including processing invoices, monitoring expenditures, and assisting with budget activities
- Responsible for ensuring accurate payroll time sheets; EM staff payment sheets, vendor invoices, vacation records, training records, and volunteer records for the Emergency Management office
- Performs general office duties such as photocopying, reception, arranging courier services, booking meeting rooms, placing service calls for equipment, ordering office equipment and supplies
- Maintains a working knowledge of provincial/municipal legislation and regulations having relevance to the function of Emergency Management
- Demonstrates sound background knowledge of Council reports that are mandated, maintains an awareness of Council’s strategic mandates and outstanding issues for Emergency Management
- Responsible for maintaining Emergency Management’s records/files on SharePoint and other methods
- Performs research activities, records retrieval, and provides requested documents to internal and external clients
- Provides administrative support to the EOC during times of crisis
- Provides assistance to all EM staff with coordinating bookings and appointments for events
- Coordinates all Access to Information requests for EM
- Other related duties as assigned, and/or special projects in support of the Emergency Management office

**QUALIFICATIONS**

**Education and Experience**:

- Grade 12 education and a business diploma
- Three years’ related experience
- Demonstrated experience communicating and interacting with a diverse audience (i.e., staff, elected officials and the general public)
- Demonstrated experience in web management and posting

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

- Expertise in use of computers and related software (i.e., MS Office Suite, Windows Operating System, Adobe Acrobat)
- Skills with SAP, Open Text, SharePoint, Zoom and Drupal
- Strong attention to detail with demonstrated ability to accurately edit and proof-read
- Excellent organizational, time management, and problem-solving skills with the ability to coordinate multiple tasks efficiently
- Demonstrated ability to exercise sound judgment and discretion in all situations
- Ability to deal effectively with the public and elected officials
- Knowledge of services provided within the Halifax Regional Municipality and Municipal Government structure
- Security Clearance Requirements: Applicants may be required to complete an employment security screening check.**COMPETENCIES**: Valuing Diversity, Analytical Thinking, Communication, Customer Service, Organization & Planning, Organizational Awareness, Teamwork & Cooperation, Values & Ethics, Managing Change, Networking & Relationship Building**WORK STATUS**:Permanent, full-time**HOURS OF WORK**: Monday to Friday, 35 hours per week; flexibility and overtime may be required within the EOC and/or for events.**SALARY**: NU03 on the non-union salary scale; $47,630-$65,490. Salary to be commensurate with education and experience.**WORK LOCATION**: 21 Mount Hope Avenue, Dartmouth**CLOSING DATE**: Applications will be received
- **up to 11:59pm on Tuesday, January 30, 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 #78639782)

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