Job Description

Job Posting

Halifax Regional Municipality is inviting applications for the permanent position of Administrative Assistant III in the Office of Strategic Infrastructure & Transportation Planning and the Office of Major Projects.



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.



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 proficiency in various computer applications (i.e. SAP, Microsoft Suite and an ability to learn new software programs; 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 minimal 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 Proficiency in the use of computer applications (Microsoft Office Suite) 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

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, 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 35 hours per week.

SALARY

: Non-Union, NU04 $56,770 - $73,470

WORK LOCATION:

5250 Duke Street, Halifax NS. Work location can be changed according to operational requirements.

CLOSING DATE:

Applications will be received up to

11:59 pm on Sunday, June 1, 2025

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 interview or testing) and who require an accommodation, should discuss their needs with the recruiter when invited to the assessment process. For more information on our accommodation process please click on the link; Accommodations | Hiring | Employment | Halifax



(position # 78640203)