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administrative assistant
Posted on November 21, 2024 by Employer details Halifax Regional Municipality (HRM)
Job details
9473BR - Administrative Assistant IIHalifax Regional Municipality is inviting applications for the permanent position of Administrative Assistant II in Facility Design & Construction (FD&C) in 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. We are seeking an Administrative Assistant to support the Director and the FD&C Team in delivering a diverse portfolio of construction projects to build, renovate and retrofit buildings to meet the needs of our growing municipality. Our projects include recreation centres, libraries, fire and police stations, transit facilities, service depots and offices. This variety of project types provides an exciting and dynamic work environment, allowing the candidate to contribute this important city building work.Under the direction of the Director, this position will be responsible for providing senior clerical, administrative and communication support to a fast-paced professional team. Through an excellent knowledge and understanding of organizational policies and procedures, this position will be responsible for the monitoring of efficient practices to ensure the effective operation of the business division. This position requires a strong team player with a high degree of initiative and confidentiality; communication, organizational and proofreading skills; who is able to function effectively within a busy office environment.DUTIES AND RESPONSIBILITIES:Provides clerical and administrative support to the Director by managing inquiries, appointments, filing, researching and compiling information for the preparation of Council reports, correspondence, presentations, and ensuring proper follow up to deadlines is met by the business divisionSchedules, researches and prepares background material for meetings, and other necessary arrangements including attendance, agenda preparation, recording and transcribing of minutes and establishing a follow up for action itemsResponsible for the development and/or implementation of consistent administrative practices and communication protocols (i.e., correspondence, report formats, procurement and financial procedures, general office practices, records management, etc.)Processes inquiries from the public, elected officials and staff in a timely professional manner and ensures that all inquiries redirected to staff are properly followed upAssists with the preparation of capital and operating budgets, reports, special projects and confidential workMonitors expenditures, prepares journal entries, processes invoices/requisitions/POs and inputs budget projections to ensure accuracy of administrative operating budget for the business division, using SAPProvides support to team members regarding procurement and finance procedures, understanding the budget process and troubleshooting for SAPResponsible for the coordination of PDP interviews with Manager ensuring deadlines are metMaintains confidential files such as personnel files, complaints, job classifications, salaries, PDPs, etc., for non-unionized employees within the business unit;Prepares and submits time sheets, status change forms and ensures HR database information is accurate and complete; creates and maintains attendance and vacation trackingCreates and maintains personnel information such as skills inventory, training requirements (including coordinating training sessions)Performs general office duties such as photocopying, sorting and distribution of faxes, reception- LocationDartmouth, NS
- Workplace information On site
- Salary$51,360YEAR annually
- Terms of employment Permanent employmentFull time
- Starts as soon as possible
- vacancies 1 vacancy
- Source CareerBeacon #MB2411215640
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