Job Description

Job Posting

Halifax Regional Municipality is inviting applications for the permanent full-time position of Project Controller in the Corporate Real Estate division of 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\'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 supervision of the Director, the Project Controller coordinates budget, project management, agreement and contract administration, report preparation for Corporate Real Estate. The Project Controller participates in project management activities throughout project implementation, planning and execution phases. They must be analytical, able to prioritize work, be attentive to detail, customer-focused, and be able to work under pressure. The Project Controller must have a thorough understanding of HRM\'s processes, along with a proficiency in SAP, both in the Capital and Operating budgets.

DUTIES AND RESPONSIBILITIES:

• Assists with the preparation and management of agreements, contracts, project charters, capital and operating budgets, approval reports, and confidential work
• Monitors expenditures, prepares journal entries, requisitions, and inputs budget projections to ensure accuracy of administrative operating and capital budgets for the business division
• Schedules, researches, and prepares background material for meetings, and other necessary arrangements including attendance, procurement compliance, agenda preparation, recording of minutes and establishing a follow up for action items
• Responsible for the development and implementation of consistent administrative practices and communication protocols (i.e., correspondence, report formats, procurement and financial procedures, general office practices, records management and administration related to leasing, acquisition and disposals etc.)
• Provides SAP training to staff
• Performs other administrative duties as assigned, and/or special projects in support of the Director or the Corporate Real Estate managers and team
• Maintains confidential files for unionized and non-unionized employees
• Tracks invoice payments and addresses vendor issues
• Keeps management team current with budget position on a regular basis
• Assists with the preparation and management of agreements, contracts, project charters, capital and operating budgets, approval reports, and confidential work
• Monitors expenditures, prepares journal entries, requisitions, and inputs budget projections to ensure accuracy of administrative operating and capital budgets for the business division
• Schedules, researches, and prepares background material for meetings, and other necessary arrangements including attendance, procurement compliance, agenda preparation, recording of minutes and establishing a follow up for action items
• Responsible for the development and implementation of consistent administrative practices and communication protocols (i.e., correspondence, report formats, procurement and financial procedures, general office practices, records management and administration related to leasing, acquisition and disposals etc.)
• Provides SAP training to staff
• Performs other administrative duties as assigned, and/or special projects in support of the Director or the Corporate Real Estate managers and team
• Maintains confidential files for unionized and non-unionized employees
• Tracks invoice payments and addresses vendor issues
• Keeps management team current with budget position on a regular basis
• Responsible for regular budget forecasting
• Coordinates business planning process for the business section
• Provides financial information and direction to the Director to assist in achieving financial goals
• Prepares and submits time sheets, status change forms and ensures HR database information is accurate and complete
• Creates and maintains attendance and vacation tracking
• Administers Vacancy Management
• Prepares financial reports: updates account payable/receivable records
• Coordinates invoicing and reporting for partnership projects
• Approves requisitions, expenses, and other financial transactions within their authority

QUALIFICATIONS
Education and Experience:

• 2-year Diploma from a recognized business or administrative educational institution with a concentration in accounting, legal, business, or related field
• Minimum three years\' relevant experience in financial reporting and project administration
• Preference to candidates with commercial real estate experience

Technical / Job Specific Knowledge and Abilities:

• Thorough knowledge of office management and administration procedures
• Thorough knowledge of budgeting, financial record keeping, information management systems, and human resource systems
• Thorough knowledge of HRM\'s procurement and budget processes
• Thorough knowledge of the municipality\'s corporate structure, its business units and functions, procedures, and the inter-dependencies/relationships between Corporate Real Estate and the rest of the organization
• Strong working knowledge of Regional Council and its committees
• General knowledge of Municipal and Provincial legislation relevant to the business division
• Ability to take and transcribe meeting minutes
• Ability to evaluate information and inquiries and determine an appropriate response, considering the needs for confidentiality, tact, and responsiveness
• Strong Proficiency and expertise with MS Office Suite and in particular Microsoft Word including familiarity with Tracked Changes document editing; and creating and updating document table of contents
• Experience with SAP (or other ERP program) financial/leasing systems; and/or Commercial Real Estate Financial reporting systems
• Strong knowledge of procurement and financial policies and procedures
• Demonstrated proficiency in SAP financial systems

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, Communications, Customer Service, Organizing & Planning, Organizational Awareness, Teamwork & Cooperation, Values & Ethics

WORK STATUS: Permanent, full-time

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

SALARY: Non-Union, level 4, $52,380 - $72,020 annually

CLOSING DATE: Applications will be received up to September 26, 2023 at 11:59PM

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 # 78639687)

Halifax