Administrative Coordinator

2 months ago

Halifax, Canada Halifax Regional Municipality Full time

**Job Posting**

Under the direction of the Manager, Council Support, this position supports the Councillors’ Support office staff and elected officials by providing administrative and other support in a fast-paced working environment. This position has on-going interaction with elected officials, the public, and staff at all levels. This position requires a high degree of confidentiality; initiative and flexibility combined with a strong customer service focus and strong communication skills. The incumbent must be able to work efficiently and effectively with mínimal supervision and is required to have a strong commitment to working in a close team environment.

**DUTIES AND RESPONSIBILITIES**:

- As the first point of customer contact in the Councillors’ Office, delivers an excellent level of customer service by providing information requested, following up on issues and ensuring the loop is closed for those seeking assistance;
- Coordinates and investigates Hansen requests by following up on status to ensure residents requests are responded to in a timely manner;
- Maintains Councillors’ boardroom bookings;
- Prepares weekly council mail packages;
- Coordinates cheque requests for Councillors’ discretionary funds, reimbursements and advertising payments and prepares local travel and out of town travel claims;
- Organizes the Junior Citizenship Awards and Remembrance Day Services, and assists in coordinating special events such as FCM and UNSM;
- Coordinates out of town travel including conference registration, hotel bookings, travel advances;
- Coordinates incoming and outgoing mail and ensures distribution;
- Prepares commemorative scrolls for elected officials;
- Mentors the incumbent in the part time administrative position;
- Maintains effective record management system including the development of templates for council support staff to follow and is the focal point for the organizing and archiving of all files.

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

- Grade 12 and business diploma from a recognized educational institution plus up to two years related experience;
- Proficiency in use of computers and related software (Outlook, Hansen, Microsoft Word, Excel, Power Point, SAP,);
- Excellent communication skills, both oral and written;
- Must have a broad knowledge of services provided within the Halifax Regional Municipality;
- Working knowledge of the services provided by other levels of government.

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

- Demonstrated experience in a customer service environment;
- Proven ability to work in a fast-paced environment;
- Demonstrated knowledge of municipal operations and programs.

**Security Clearance Requirements**:Applicants may be required to complete an employment security screening check.

**COMPETENCIES**: Customer Service, Communication, Teamwork and Cooperation, Valuing Diversity, Organization & Planning.

**WORK STATUS**: Permanent, Full-time

**HOURS OF WORK**: Monday-Friday, 8:30 a.m. - 4:30 p.m. some flexibility may be required to meet the needs of the organization. Flex options to work outside of these hours and hybrid may be available.

**SALARY**: NU1 of the non-union scale ($43,790 - $56,670)

**WORK LOCATION**: City Hall, 1841 Argyle Street, Halifax

**CLOSING DATE**:Applications will be received **up to 11:59pm on Tuesday, October 1, 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.

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