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Administrative Assistant Ll
4 months ago
**Job Posting**
- Under the general direction of the Director, Transit Fleet, the Administrative Assistant is responsible for providing administrative services to the Director, Transit Fleet. This position also provides administrative services and coordination support to the entire Transit Fleet. The Administrative Assistant is a highly organized team player, with the ability to work in a fast paced environment. A high degree of initiative, confidentiality, problem solving, analytical thinking and an ability to meet tight deadlines with ever changing priorities is required
- **DUTIES AND RESPONSIBILITIES**:
- Provides administrative support to the Director, including:
- Coordinating team meetings including: scheduling, creation of agendas, coordinating meeting room logistics, tracking action items, and ensuring follow up is timely.
- Coordinating orientation activities and set-up for new staff.
- Assist with creation of new job postings in BrassRing.
- Providing budget support: processing invoices for payment, monitoring cost centres, etc.
- Preparing Out of Town Travel Request Forms, Coordinating Travel Arrangements and completing Expense Reports
- Coordinating SAP reporting, as well as formatting and conducting preliminary analysis of reports.
- Coordinating vacation schedules for the team, identifying potential conflicts.
- Following up on requests, tasks and projects to ensure timelines are met.
- Acting as a point of contact when the Director is absent from the office
- Prepare agenda packages for Council/Committee meetings
- Administrative support for the division, including:
- Establishing, maintaining and managing an effective records management system, including confidential personnel files, attendance statistics, etc.
- Preparing, receiving, and tracking staff disciplinary actions and performance management.
- Assist with maintaining the files and provide administrative assistance with the attendance support program.
- Providing support to recruitment, managing records from the hiring process, administrative assistance in the staffing process, etc.
- Providing support to committees, including: recording of minutes; tracking of action items; and the distribution of communications.
- Providing support to Transit Fleet, including preparing information documents, assisting with maintenance of records, coordinating logistics for operational events, etc.
- Coordinating the administration and logistics for special events, such as employee recognition events, annual meetings and internal/external engagement sessions.
- Assisting with research and preparation of documents, reports, and presentations for special projects, new program initiatives, and Regional Council.
- Provide administrative support to other committees as needed at Halifax Transit.
- Performing other administrative duties or projects as assigned.
- May perform other related duties as assigned.
**QUALIFICATIONS**
**Education & Experience**:
- Grade 12 (or equivalent) and post-secondary in administration from a recognized educational institution.
- Minimum three (3) years related experience in an administrative position providing direct administrative support to managers.
- An equivalent combination of education and experience may be considered.
- Technical / Job Specific Knowledge and Abilities:
- Intermediate to Advanced proficiency with MS Office Suite software including: Word, Excel, PowerPoint, Outlook, and Access. Proficiency with databases is an asset.
- Experience using SAP is an asset.
- Thorough knowledge of current and effective office systems and procedures and information management principles.
- Excellent organizational skills with proven ability to prioritize competing priorities.
**Security Clearance Requirements**:Applicants may be required to complete an employment security screening check.- **COMPETENCIES**: Communications, Networking & Relationship Building, Organizational Awareness, Organization & Planning, Teamwork and Cooperation, Values & Ethics, and Valuing Diversity.
- **WORK STATUS**: Permanent, Full Time
- **HOURS OF WORK**: Monday to Friday, 8:00 a.m. to 4:00 p.m.
- **SALARY**: Non Union Salary, NU3 l $47,170 - $64,840 per annum
- **WORK LOCATION**: Burnside Transit Centre, 200 Ilsley Avenue, Dartmouth, NS
- **CLOSING DATE**: Applications will be received up to **11:59pm on Sunday, May 26,2024**
**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 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 #78609674)
