Administrative Assistant Ii

5 days ago

Halifax, Canada Halifax Regional Municipality Full time

**Job Posting**
- Reporting to the Director, Facility Maintenance & Operations (FMO), the Administrative Assistant II assists in coordinating business unit processes, assisting with special projects and handling labor relations confidential matters. This position requires a team player with a high degree of initiative, confidentiality, customer service focus and strong communication skills, excellent organizational and problem-solving skills and the ability to meet tight deadlines.**DUTIES AND RESPONSIBILITIES**:

- Provide confidential administrative assistance to the Director, FMO, Manager, Building Operations, other Managers, Coordinators and Supervisors with the preparation of budgets, reports, special projects, labour relations and council reports.
- Formulates and signs administrative correspondence on a regular basis. Independently produces correspondence, administrative material, financial data and human resources reports for the Director, Managers, Coordinators and Supervisors, and financial consultants; enters data in SAP, revising as necessary.
- Tracks, administers and reconciles the phone, petty cash and office supplies budget
- Assists in the preparation of Staffing Action Forms, Organizational Change Approval Forms, Employee Data Change Forms, and Brass Ring recruitment processes.
- Responsible for the coordination of PDP (Performance Development Process) interviews between Director, FMO and all non-union staff ensuring Human Resources’ deadlines are met and preparing and completing PDPs for Facilities’ non-union staff under direction of Director, FMO
- Responsible to ensure that Facilities Management personnel files are kept confidential, accurate and up to date
- Preparing, receiving, tracking, and filing confidential correspondence concerning staff grievances, disciplinary actions and performance management actions
- Responsible for scheduling and organizing Management Meetings, OH&S Meetings, Procurement Meetings, SLA Meetings between Business Units, and any others as assigned.
- Researches and prepares background material for meetings, prepares agendas, schedules, presentations, records and accurately transcribes minutes, including action and follow-up items.
- Provides administrative knowledge and support to the Director and Management Team in managing internal/external enquiries, appointments, correspondence and electronic communications using tact, judgement and confidentiality while ensuring efficient follow-up to meet deadlines.
- Responsible for organizing all travel arrangements for Director and the Management Team according to HRM policies, ensuring all necessary forms are completed and approved.
- Approves, or prepares for approval, requisitions, purchase requisitions, journal entries and other financial transactions when required.
- Responsible for scheduling and maintaining the Duty Supervisors’ schedule on a 6-month basis and distributes appropriately.
- Responsible for tracking certificate renewal due dates when necessary for Facility Maintenance & Operations staff through the Nova Scotia Department of Labour and Advanced Education.
- Responsible for retrieving on an annual basis Drivers’ Abstracts of all staff who do or may drive HRM vehicles.
- May perform other related duties as assigned.

**QUALIFICATIONS**

**Education and Experience**:

- Grade 12 (or equivalent) and administrative training from a recognized educational institution plus five years progressive experience in a senior administrative or related position with demonstrated performance capabilities, preferably in a municipal government environment. An equivalent combination of education and experience may be considered.
- Experience and knowledge of Facility Maintenance & Operations considered an asset.

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

- Thorough knowledge of administrative/office management practices and procedures, including knowledge of current, effective office procedures, budgeting, financial record-keeping, information management systems and human resource systems.
- Knowledge of finance, procurement and budgeting procedures.
- Thorough knowledge of services provided by Facility Maintenance & Operations and its interdependency with other business area services.
- General knowledge of Municipal and Provincial legislation relevant to the business unit (i.e., Municipal Government Act (MGA), By-laws, FOIPOP legislation, Collective Agreements, etc.).
- Strong customer service skills.
- Exposure to Microsoft Visio, MS Project and Outlook an asset.
- Exposure to web content management/publishing, multimedia, social media (Facebook, LinkedIn, Twitter, RSS, etc.), and electronic document management would be a definite asset.

**Security Clearance Requirements**: Applicants may be required to complete an employment security screening check.-
**COMPETENCIES**: Valuing Diversity, Analytical Thinking, Communications, Customer Service, Decision Making, Organizing & Planning, Teamwork & Co

  • Administrative Assistant Ii, Preschool Autism

    3 months ago

    Halifax, Canada IWK Health Centre Full time

    **Company** : IWK Health**: **Req ID**:190305 **Department/Program**:Preschool Autism Diagnostics, Provincial Preschool Autism Services **Location**: Halifax **Type of Employment**:Temporary Hourly FT long-assignment (100% FTE) approximate twelve (12) month long assignment x 1 position(s) **Start Date**: ASAP **Union Status**: NSGEU Off&Cler, Admin...

  • Level Ii Dental Assistant

    7 months ago

    Halifax, Canada Calian Full time

    Calian is proud to continue a long-standing contractual relationship with the Department of National Defence (DND) to provide healthcare services to the Canadian Armed Forces. Through the Health Care Provider Contract, Calian employs health care professionals across Canada who are integral to supporting the health and wellbeing of our military...

  • Administrative Assistant Ii

    1 month ago

    Halifax, Canada IWK Health Centre Full time

    **Company** : IWK Health**: **Req ID**:192887 **Department/Program**:Administrative Assistants & Pediatrics, Administrative Assistants & Pediatrics **Location**: Halifax **Type of Employment**:Permanent Hourly FT (100% FTE) x 1 position(s) **Start Date**: **Union Status**: NSGEU Off&Cler, Admin Professionals Bargaining Unit **Compensation**: $23.6572**: -...

  • Administrative Assistant II, Branch Administration

    6 days ago

    Halifax, NS, Canada VON Canada Full time

    Requisition Details:Employment Status: Regular, Full-time (1.0 FTE)Program Name: Branch AdministrationNumber of Hours Bi-Weekly: 75Work Schedule: Days We are currently hiring for an immediate opening in this positionAbout us: VON is a non-profit organization that provides clinical, personal and social support to people who want to live every day to the...

  • Administrative Assistant Ii

    3 months ago

    Halifax, Canada IWK Health Centre Full time

    **Company** : IWK Health**: **Req ID**:186429 **Department/Program**:Eye Care Clinic/Team & Dalhousie, Children's Surgical & Critical Care **Location**: Halifax **Type of Employment**:Permanent Hourly FT (100% FTE) x 1 position(s) **Start Date**: ASAP **Union Status**: NSGEU Off&Cler, Admin Professionals Bargaining Unit **Compensation**: $23.1933**: -...

  • Administrator Ii, Commercial and Lending Services

    2 days ago

    Halifax, Canada Atlantic Central Full time

    **Who WE Are**: Atlantic Central is the trade association for credit unions in Atlantic Canada. We deliver quality results and offer a collaborative and community focused work environment in which to do it. Our employees' wellbeing is a top priority, and we underscore that with flexible working arrangements, personal days, and even birthdays off, to enable...

  • Administrative Assistant Ii, Branch Administration

    2 months ago

    Halifax, Canada VON Canada (Nova Scotia) Full time

    **Requisition Details**: Employment Status: Regular, Full-time (1.0 FTE) Program Name: Branch Administration Number of Hours Bi-Weekly: 75 Work Schedule: Days - We are currently hiring for an immediate opening in this position_ **About us**: VON is a non-profit organization that provides clinical, personal and social support to people who want to **live...

  • Administrative Assistant Ii, Mha

    3 weeks ago

    Halifax, Canada IWK Health Centre Full time

    **Company** : IWK Health**: **Req ID**:188311 **Department/Program**:Mental Health And Addictions, Mental Health And Addictions **Location**: Halifax **Type of Employment**:Temporary Hourly FT long-assignment (100% FTE) for 1 year x 1 position(s) **Start Date**: January 2025 **Union Status**: NSGEU Off&Cler, Admin Professionals Bargaining...

  • Administrative Assistant Ii, Mha

    3 weeks ago

    Halifax, Canada IWK Health Centre Full time

    **Company** : IWK Health**: **Req ID**:188311 **Department/Program**:Mental Health And Addictions, Mental Health And Addictions **Location**: Halifax **Type of Employment**:Temporary Hourly FT long-assignment (100% FTE) for 1 year x 1 position(s) **Start Date**: January 2025 **Union Status**: NSGEU Off&Cler, Admin Professionals Bargaining...

  • Administrative Assistant Ii, Mha

    4 months ago

    Halifax, Canada IWK Health Centre Full time

    **Company** : IWK Health**: **Req ID**:188311 **Department/Program**:Mental Health And Addictions, Mental Health And Addictions **Location**: Halifax **Type of Employment**:Temporary Hourly FT long-assignment (100% FTE) for 1 year x 1 position(s) **Start Date**: December 2024 **Union Status**: NSGEU Off&Cler, Admin Professionals Bargaining...

  • Administrative Assistant Ii

    3 months ago

    Halifax, Canada VON Canada (Nova Scotia) Full time

    **Requisition Details**: Employment Status: Regular, Full-time (1.0 FTE) Program Name: Visiting Nursing Number of Hours Bi-Weekly: 75 Work Schedule: Days - insurance is required._ **About us**: VON is a non-profit organization that provides clinical, personal and social support to people who want to live every day to the fullest while remaining in their...

  • Administrative Assistant Ii

    7 months ago

    Halifax, Canada VON Canada (Nova Scotia) Full time

    **Requisition Details**: Employment Status: Regular, Full-Time (1.0 FTE) Program Name: Branch Administration Number of Hours Bi-Weekly: 75 Work Schedule: Days **About us**: VON is a non-profit organization that provides clinical, personal and social support to people who want to **live every day to the fullest** while remaining in their own homes and...

  • Administrative Assistant Ii, Human Resources

    2 months ago

    Halifax, Canada VON Canada Full time

    **Requisition Details**: Employment Status: Temporary, Full-time (1.0 FTE) Department: Human Resources Number of Hours Bi-Weekly: 75 Work Schedule: Days Anticipated End Date: January 2025 Location(s): _This role will primarily work out of the Halifax office but there may be occasional work from home days_ **Job Summary**: The Administrative Assistant II...

  • Administrative Assistant Ii

    1 day ago

    Halifax, Canada VON Canada Full time

    **Requisition Details**: Employment Status: Regular, Full Time (1.0 FTE) Program Name: Human Resources Number of Hours Bi-Weekly: 75 Work Schedule: Days On-Call: No **Job Summary**: The Administrative Assistant II provides administrative support to the Senior Manager and oversees office administration for the corresponding District maintaining a high level...

  • Pharmacy Assistant Ii

    6 days ago

    Halifax, Canada Lawton Drugs Full time

    **Requisition ID**: 173233 **Career Group**: Pharmacy Careers **Job Category**: Retail - Pharmacy **Travel Requirements**: 0 - 10% **Job Type**: Full-Time **Country**: Canada (CA) **Province**: Nova Scotia **City**: Halifax **Location**: 2754 Hfx Shopping Centre Lawtons Pharm **Postal Code**: B3L 2H8 Our family of 134,000 employees and franchise...

  • Administrative Assistant Ii

    3 months ago

    Halifax, Canada IWK Health Centre Full time

    **Company** : IWK Health**: **Req ID**:190204 **Department/Program**:Administrative Assistants & Pediatrics, Administrative Assistants & Pediatrics **Location**: Halifax **Type of Employment**:Permanent Hourly FT (100% FTE) x 1 position(s) **Start Date**: ASAP **Union Status**: NSGEU Off&Cler, Admin Professionals Bargaining Unit **Compensation**:...

  • Registered Level II Dental Assistant Role

    4 days ago

    Halifax, Nova Scotia, Canada Robie Street Dental Full time

    Dental Assistant OpportunityRobbie Street Dental Centre is seeking a skilled Registered Level II Dental Assistant to join our team in Halifax, Nova Scotia. This is a permanent, full-time position with a competitive salary and comprehensive benefits package.As a valued member of our dental care team, you will assist dentists with clinical procedures, maintain...

  • Pharmacy Assistant Ii-ft

    2 days ago

    Halifax, Canada Lawtons Full time

    **Requisition ID**:172780 **Career Group**:Pharmacy Careers **Job Category**:Retail - Pharmacy **Travel Requirements**:0 - 10% **Job Type**:Full-Time **Country**:Canada (CA) **Province**: **City**:Halifax **Location**:2750 Spryfield Lawtons Pharm **Postal Code**:B3R 2H9 Our family of 134,000 employees and franchise affiliates share a collective...

  • New Level Ii Dental Assistant Roles Available Now!

    5 days ago

    Halifax, Canada Calian Full time

    About the role: Calian is proud to continue a long-standing contractual relationship with the Department of National Defence (DND) to provide healthcare services to the Canadian Armed Forces. Through the Health Care Provider Contract, Calian employs health care professionals across Canada who are integral to supporting the health and wellbeing of our...

  • Administrative Assistant Ii, Human Resources

    2 weeks ago

    Halifax, Canada VON Canada Full time

    **Requisition Details**: Employment Status: Temporary, Full-time (1.0 FTE) Department: Human Resources Number of Hours Bi-Weekly: 75 Work Schedule: Days Anticipated End Date: March 31, 2025 Location(s): _This role will primarily work out of the Halifax office but there may be occasional work from home days_ **Job Summary**: The Administrative Assistant II...