Job Description

Job Posting

Halifax Regional Municipality (HRM) is inviting applications for the permanent, full-time position of Administrative Assistant with Infrastructure Maintenance and Operations(IMO), Public Works.



Halifax Regional Municipality (HRM) is committed to reflecting the community it serves and recognizing Diversity and Inclusion as one of the Municipality's core values. We have an Employment Equity Policy and we welcome applications from African Nova Scotians and Other Racially Visible Persons, Women in occupations or positions where they are underrepresented in the workforce, Indigenous/Aboriginal People, Persons with Disabilities and 2SLGBTQ+ Persons. Applicants are encouraged to self-identify on their electronic application.



The Administrative Assistant is responsible for providing support to the Infrastructure Maintenance and Operations(IMO) team including Director, Managers, Team Leads, Supervisors and staff. Through an excellent knowledge and understanding of organizational policies and procedures, the Administrative Assistant is responsible for providing clerical/administrative communications, human resources, and reports to the Director of IMO. This position requires a high degree of initiative, organization, cooperation, and confidentiality in a fast-paced office environment.



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

Provides administrative support to the Director, Managers, Team Leads, Supervisors and staff by managing inquiries, appointments, correspondence, compliance records and electronic communication and ensures proper follow-up for deadlines are met, while maintaining a high level of confidentiality. Research and assist with the preparation of Council and CAO Reports, correspondence, and communication throughout the business unit section. Provides administrative support to senior staff including related to reports and presentation including formatting, document tracking, and general coordination with internal and external stakeholders. Ensure compliance with policy and procedures across IMO Coordinates meetings, including scheduling, creation of agendas, coordinating meeting room logistics, documenting meeting minutes and tracking action items. Performs general office duties such as photocopying, telephone, reception, sorting and directing mail, and preparing packages for courier delivery. Provides oversight of IMO office expense to support the budget development and oversight of expenditures Responsible to assist in policy analysis and development, strategic policy support, advice, and research. Ensures sectional responsibilities are being completed and reported to the Director. Controls and manages access to the IMO R Drive Directory. Build annual vacation calendars for the entire IMO sections, as well as balancing, reconciling, and reporting. Provide payroll support to each section, on employee usages, entitlements, and statuses. Participates in the development and implementation of policies and procedures related to IMO. Create presentations for IMO as required. Oversees and maintains the IMO Intranet page, keeping organizational charts, forms, etc., up to date, as well as reviewing other IMO page authors. Maintain petty cash and office supplies for IMO. Maintains confidential files such as personnel files, grievances, complaints, job classifications, salaries, PDPs, etc., for unionized and non-unionized employees within the business unit; track and support the MAPP process. Responsible for organizing all required travel arrangements and reimbursements for the Director, management team and all employees of IMO as per HRM policies, ensuring all necessary forms are completed and approved. Participates in several organizational committees, as an attendee or minute taker, as requested and required Provides research support to corporate projects and initiatives Create presentations for IMO meetings and career conferences. Distributes Corporate and IMO specific communications within own business unit and other external business units as applicable. Other duties as required Required to perform other related duties as assigned.

QUALIFICATIONS

Education & Experience

Grade 12 (or equivalent) and related clerical or administrative training from a recognized educational institution, plus three years of related experience Experience working in a public sector environment, with at least three (3) years' experience in support of a senior administrator/manager. Proficiency with computer applications such as Microsoft Office - Word, Excel, PowerPoint, SharePoint, OneNote. A strong knowledge of municipal policies/procedures related to procurement, finance, records retention, council reports etc. is considered an asset. Experience and knowledge of Infrastructure Maintenance & Operations will be considered an asset.

Technical/Job Specific Knowledge and Abilities

Thorough knowledge of administrative/office management practices and procedures, including establishment and maintenance of filing and tracking systems. Excellent interpersonal and communication skills, both written and verbal. Excellent writing skills, including proper spelling, grammar, and punctuation for complex documentation and ability to independently draft letters at a professional skill level. Knowledge of budgeting, financial record keeping, procurement, information management systems, and human resource systems, including knowledge of HRM's budget process. Proficient in MS Office Suite (Word, Outlook, Excel, and Power Point) and Windows. Experience with SAP, Cityworks, Report Center and HR Staffing applications, Contribute and Adobe Pro would be considered an asset. Ability to accurately record and transcribe minutes. Superior time management, organizational, and problem-solving skills with proven ability to prioritize completing demands and timelines to accomplish tasks with minimal supervision. Thorough knowledge of the municipality's corporate structure, its business units and functions, procedures, and the inter-dependencies/relationships between Infrastructure Maintenance & Operations and the other business units considered an asset. Ability to promote and adhere to the principles of teamwork including participation, shared responsibility, open communication, trust, and mutual support

An equivalent combination of education and experience may be considered. Applicants relying on education and experience equivalencies must clearly demonstrate such equivalencies in their application

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.

COMPETENCIES

: Valuing Diversity, Organizational Awareness, Analytical Thinking, Communications. Customer Service, Organizing & Planning, Teamwork & Cooperation

WORK STATUS

: Permanent, full time

HOURS OF WORK

: Monday - Friday, 8:30 am - 4:30 pm; 35 hours per week.

SALARY

: Non-Union, NU3 $51,880 - $61,032. Salary will be commensurate with education and years of applicable experience.

WORK LOCATION

: 3800 MacKintosh Street, Halifax or 11 Turner Drive, Dartmouth. Work location can be changed according to operational requirements

CLOSING DATE:

Applications will be accepted until

11:59 pm on Tuesday, July 8, 2025

Please note:

We thank all applicants for their interest in this position. Only those applicants selected for interview/testing will be contacted.



To ensure a fair and equitable hiring process, candidates are expected to complete all parts of the recruitment process, including assessments, assignments, and interviews independently and without the use of artificial intelligence (AI) tools or other forms of external assistance. The use of AI to complete any component of the hiring process is not permitted and may result in disqualification from consideration.



During the recruitment process, applicants have the right to request an accommodation. Applicants invited to participate in an assessment process (such as interview or testing) and who require an accommodation, should discuss their needs with the Talent Acquisition Advisor when invited to the assessment process. For more information on our accommodation process please click on the link: Accommodations | Hiring | Employment | Halifax



(position # 78640546)