Job Description

Job Posting

Halifax Regional Municipality (HRM) is inviting applications for an Expression of Interest for the permanent, full time position of Administrative Assistant with Solid Waste Resources, 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 Solid Waste Resources\' team including Director, managers, and staff. Through an excellent knowledge and understanding of organizational policies and procedures, the Administrative Assistant is responsible to provide clerical/administrative, communications, human resources, and financial support and reports to the Director of Solid Waste Resources. This position requires a high degree of initiative, organization, cooperation, and confidentiality in a fast-paced office environment.
DUTIES AND RESPONSIBILITIES

• Provides administrative support to the Director, including coordinating communications and scheduling.
• Provides administrative support to the business unit, including related to hard and electronic filling, access/privacy, payroll, fleet, human resource, office, travel, expense and schedule management. Maintains confidential files such as personnel files, grievances, complaints, job classifications, salaries, etc. Establishes and maintains consistent administrative procedures.
• Provides administrative support to senior staff including related to reports and presentation including formatting, document tracking, and general coordination with internal and external stakeholders.
• Coordinates meetings, including scheduling, creation of agendas, coordinating meeting room logistics, documenting meeting minutes and tracking action items.
• Provides budget support and administration including related to budget development and tracking, delegated authority, and completing tasks in SAP related to budget administration including processing invoices if needed.
• Performs general office duties such as photocopying, telephone, reception, making purchases with corporate credit card, sorting and directing mail, and preparing packages for courier delivery.
• Performing other administrative or coordination duties as assigned, and/or special projects in support of the Manager and the Solid Waste Division.

QUALIFICATIONS
Education & Experience

• Grade 12 (or equivalent) and related clerical or administrative training from a recognized educational institution, plus three years of related experience. Equivalent combinations of educational and experience will be considered.
• Proficiency with computer applications such as Microsoft Office. Experience with SAP is an asset.
• A strong knowledge of municipal policies/procedures including related to procurement, finance, records retention, council reports etc. is considered an asset.

Technical/Job Specific Knowledge and Abilities

• Intermediate to advanced proficiency with office software in the areas of word processing, spreadsheet, presentation, and email/calendar programs.
• Thorough knowledge of current and effective office systems and procedures and information management principles.
• Excellent organizational skills with proven ability to prioritize competing priorities.
• Excellent knowledge of municipal government and its services.
• Knowledge of integrated solid waste management considered an asset.

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 .

Competencies: Analytical Thinking, Communication, Customer Service, Organization & Planning, Organizational Awareness, Valuing Diversity

WORK STATUS: Permanent, full time

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

SALARY: NU03 $47,170 - $64,840. Salary to be commensurate with experience.

WORK LOCATION: 636 Sackville Drive, Lower Sackville

CLOSING DATE: Applications will be received up to 11:59pm on Thursday May 4, 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 #72281412)

Halifax