Administrative Support Specialist

4 days ago

Halifax, Nova Scotia, Canada Halifax Water Full time
Job Title: Office Assistant II

Halifax Water is seeking a highly organized and detail-oriented Office Assistant II to provide comprehensive administrative support to multiple managers and departments within the organization.

Key Responsibilities:
  • Manage safety forms, handle financial tasks, coordinate training sessions, and assist with meeting management.
  • Provide general administrative support to five managers and their teams, including managing email and calendar, filing, and data entry.
  • Receive visitors, answer telephones, and provide information or refer to the appropriate personnel/department.
  • Prepare correspondence, reports, spreadsheets, and other documents from handwritten notes, hardcopy or electronic documents, verbal instructions, or dictaphone.
  • Retrieve, open, and distribute mail for the department, and assist with processing outgoing mail.
  • Schedule appointments, book meeting room space and equipment, and attend regular departmental meetings.
  • Compile data, statistical records, support documents, and other departmental information.
  • Provide first-line support for departmental SAP accounting and Purchasing Card inquiries.
  • Assist with completion of employee timecard and expense reports.
  • Research, compile, and verify data, statistical records, and support documents in preparation for meetings, work projects, reports, etc.
  • Operate office equipment, perform filing duties, and maintain records according to policy.
  • Order office supplies and equipment for departmental staff, and coordinate with other Office Assistants the ordering and restocking of common departmental stationary supplies.
Requirements:
  • Grade 12 plus a Business/Secretarial Certificate from a recognized educational institution.
  • Three years related secretarial experience.
  • High degree of confidentiality, professionalism, and proficiency in typing 50 wpm.
  • Knowledge of and proficiency in using personal computers with emphasis on word processing, spreadsheet applications in a Windows environment, email, and internet.
  • Strong organizational skills, ability to prioritize workload, and excellent written and verbal communication skills.
  • Demonstrated ability to work independently and in a team environment.
Working Conditions:

The successful candidate will work in a fast-paced office environment with multiple deadlines and priorities. The ability to maintain a high level of productivity and accuracy in a dynamic environment is essential.

Halifax Water is an equal opportunities employer and welcomes applications from diverse candidates. We thank all applicants for their interest; however, only those selected for an interview will be contacted.

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