Halifax Regional Municipality Hiring for Administrative Assistant II Job at Dartmouth Full Time

Halifax Regional Municipality is inviting applications for permanent, full time position of an Administrative Assistant II in Corporate & Customer Services. Preference will be given to candidates who self-identify as African Nova Scotians, racially visible persons, women (applying for non-traditional positions), persons with disabilities, Aboriginal persons and persons of the LGBTQ+ community. HRM encourages applicants to self-identify.

The Administrative Assistant position assists the Director, Corporate Real Estate, 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, performance excellence focus, strong communication skills, excellent organizational, problem-solving skills, and the ability to manage and meet tight deadlines.

For a copy of the full job description, including position duties and responsibilities, please email [email protected].

DUTIES AND RESPONSIBILITIES

• Provides confidential administrative assistance to the Director, Corporate Real Estate, and divisional managers with the preparation of correspondence, agreements, contracts, files, budgets, approval reports, special projects, labor relations and council reports.
• Formulates and signs administrative correspondence. Independently produces correspondence, administrative material, financial data and human resources reports for Managers, as required and coordinates division’s annual budget with Managers, enters budget and projection data in SAP, revising as necessary.
• Responsible for proofing, circulating, and tracking all Real Estate reports through the approval process ensuring timelines are met.
• Provides the Managers with financial reports from SAP as required; monitors accounts for over-expenditures and prepares monthly projections.
• Is responsible for the preparation and distribution of all appropriate paperwork required to close Real Estate files, including depositing cheques, preparing disbursement summaries, distributing the transaction summary, forwarding appropriate documents to the Municipal Clerks office for official filing and updating of all data bases, and creating new files as required and ensuring they are entered into the database.
• 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 MAP (My Action Plan) interviews between Manager, and all non-union staff ensuring Human Resources’ deadlines are met.
• Responsible to ensure that 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 preparing and managing time sheets for all staff in Real Estate and is responsible for maintaining and updating the vacation schedules.
• Converses with HR staff on behalf of Managers and assists with HR matters, i.e., Attendance Support Program, Grievances.
• Provides administrative knowledge and support to the Manager and management team in managing internal/external enquiries, appointments, correspondence, and electronic communications using tact, judgment and confidentiality while ensuring efficient follow-up to meet deadlines.
• Responsible for organizing all travel arrangements according to HRM policies, ensuring all necessary forms are completed and approved.
• Approves, or prepares for approval, requisitions, purchase orders, journal entries and other financial transactions.

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 general knowledge of Real Estate or Contract Management considered an asset.

Job Specific Knowledge

• 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 resources systems.
• Knowledge of finance, procurement, and budgeting procedures
• Thorough knowledge of services provided by Corporate Real Estate 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
• Sound knowledge of the geography of the Municipality
• General knowledge of HRM services

Technical Skills

• Proficient in the following computer applications: Microsoft Office 2010: Word, Excel and PowerPoint, Access
• Familiarity with HRM enterprise applications including SAP, GIS, Opentext, Report Center, Livelink, and Property online [POL] would be an asset.
• Exposure to web content management/publishing, multi-media, social media (Facebook, LinkedIn, Twitter, RSS, etc.), and electronic document management would be a definite asset.

COMPETENCIES
Analytical Thinking, Communication, Customer Service, Initiative, Networking & Relationship Building, Organizational Awareness, Organization/Planning, Teamwork and Cooperation, Valuing Diversity

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

Please note – Testing may be conducted as a component of the selection process to assess technical and job specific knowledge. Candidates, who are selected for testing, may be tested in a group setting, scheduled at the employer’s discretion.

HRM takes the health and safety of its job applicants and employees seriously. Where possible, recruitment testing and interviews will be done by way of phone, video conference, or other virtual means to assist with and encourage social distancing. For applicants with concerns about computer or internet access or to request another accommodation to the recruitment process, please contact your HR representative or [email protected].

WORK STATUS: Permanent, full-time

HOURS OF WORK: Monday – Friday, 8:30 – 4:30, 35 hours a week

SALARY: NU 3 $46,700 – $64,200

WORK LOCATION: 88 Alderney Drive, Third Floor, Dartmouth Ferry Terminal, Dartmouth, NS

CLOSING DATE: Applications will be received up to 11:59 pm on October 5, 2021

Please note that this is a repost of 5473BR.

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 an 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 # 72281410)