Administrative Assistant Iii

**Job Posting**

Under the general direction of the Executive Directors for the Office of Major Projects and the Office of Strategic Infrastructure and Transportation Planning, the Administrative Assistant lll is responsible for the independent delivery of senior confidential administrative services to the Executive Directors, and for the overall administrative/office management functions of the Executive Directors offices.

This position requires a highly organized team player with the ability to work independently and provide strong customer service in a fast-paced environment. A high degree of initiative, confidentiality, problem solving, analytical thinking, and interpersonal skills with an ability to meet tight deadlines with ever changing priorities is required.

**DUTIES AND RESPONSIBILITIES**:

- Provides a high level of administrative support to the Executive Directors by managing inquiries, appointments, correspondence, and electronic communication, ensuring proper follow up, so deadlines on various projects are met;
- Provides administrative support, with respect to projects, research, and development of policies and procedures;
- Manages the report centre process for the Executive Directors Offices. Assist in researching and preparing documents, various reports, and presentations for special projects, new program initiatives, and Regional Council;
- Maintain confidentiality of information;
- Establishes, maintains and manages an effective records management system for administrative files and computerized filing system;
- Participates in various meetings with Executive Directors, prepares background material and agendas for meetings, as well as booking facilities, coordinating meeting logistics and recording minutes
- Evaluates internal and external stakeholder inquiries directed to the Executive Directors determining an appropriate response, taking into account the needs for confidentiality, tact and responsiveness;
- Responds to external customer inquiries in a professional, customer-focused manner and ensures proper follow up;
- Directs communication and information flow within the Office of Major Projects and the Office of Strategic Infrastructure and Transportation Planning;
- Responsible for preparing, monitoring HR data for both offices management teams in a timely and accurate manner;
- Provides administrative assistance for financial related matters including but not limited to budget preparation and management;
- Organizes all travel arrangements for the Executive Directors, according to HRM policies.
- Provide administrative/office management functions to the Executive Directors management teams, as required.
- May perform other related duties as assigned.

**QUALIFICATIONS**:
**Education & Experience**:

- Grade 12 (or equivalent) and related post-secondary education from a recognized educational institution;
- Minimum 3-5 years related experience in a senior administrative position providing high level administrative support;
- Experience in the preparation of capital and operating budgets and budget control considered an asset;
**Technical / Job Specific Knowledge and Abilities**:

- Demonstrated situational troubleshooting and proactive problem solving;
- Good negotiation, facilitation, and consensus building skills.
- Demonstrated high degree of confidentiality.
- Ability to multi-task and prioritize in a fast-paced work environment with many diverse stakeholders;
- Ability to self-initiate and work under mínimal supervision
- Thorough knowledge of municipal government and services provided.
- Demonstrated strong political acuity;
- Possess independent judgement with the ability to make sound decisions in a deadline driven work environment;
- Proficiency with the Council report process considered an asset
- Thorough knowledge of current administrative/office management practices and procedures, including the establishment and maintenance of filing systems, information management systems, and human resource systems.
- Excellent organizational skills with proven abilities to prioritize competing demands and timelines to accomplish tasks.
- Excellent attention to detail and high level of accuracy.
- Strong initiative, communication and interpersonal skills.
- Knowledge of municipal government and its services, including the governance structure for Council and Committees considered an asset
- Knowledge of the Municipality’s corporate structure, its business units and functions, procedures, and the inter-dependencies/relationships between business units in HRM considered an asset

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

**COMPETENCIES**: Valuing Diversity, Analytical Thinking, Communications, Customer Service, Organizing & Planning, Organizational Awareness, Networking/Relationship Building, Teamwork & Cooperation

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

**HOURS OF WORK**: Monday - Friday; 8:30am - 4:30pm for