Job Posting
Halifax Regional Municipality is inviting applications for the term full-time (up to 24 months) position of Administrative Assistant II in Facility Maintenance & Operations, with Property, Fleet & Environment. Halifax Regional Municipality (HRM) is committed to reflecting the community it serves and recognizing Diversity and Inclusion as one of the Municipality\xe2\x80\x99s 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.

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\xe2\x80\x99 deadlines are met and preparing and completing PDPs for Facilities\xe2\x80\x99 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\xe2\x80\x99 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\xe2\x80\x99 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.
• Proficient in the following computer applications: Microsoft Word, Excel, and Power Point.
• 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.
• Familiarity with HRM enterprise applications including SAP, CityWorks, would be an asset.

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

Please note \xe2\x80\x93 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\xe2\x80\x99s discretion. Interviews, testing, and in-person recruitment activities are being conducted in adherence with current COVID-19 Public Health protocols.

COMPETENCIES: Valuing Diversity, Analytical Thinking, Communications, Customer Service, Decision Making, Organizing & Planning, Teamwork & Cooperation, Value & Ethics

WORK STATUS: Temporary full-time (up to 24 months)

HOURS OF WORK: Monday - Friday, 8:30am - 4:30pm, 35 hours/week

SALARY: Non-union NU3, $47,170 - $64,840 annually

WORK LOCATION: 375 Cowie Hill Rd, Halifax

CLOSING DATE: Applications will be received up to 11:59 pm on April 9, 2023.

Please note: 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 # 72295251)