Administrative Assistant Iii - Halifax, Canada - Halifax Regional Municipality

Halifax Regional Municipality

Verified Company

Halifax, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Job Posting- Under the general direction of the Executive Director and Coordinator, the Administrative Assistant is responsible for the independent delivery of a high-quality, senior administrative function to the business unit Executive Director, and for the overall administrative/office management functions of the Executive Director's office.

The position requires a team player with a high degree of initiative, confidentiality and diplomacy, customer service focus, good communication skills, excellent organizational and problemsolving skills, and the ability to meet tight deadlines. This position supports the efficient production of staff reports to ensure of timely delivery to City Hall for presentation to Regional Council, Community Council, Standing Committees of Council and Advisory Committees.

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DUTIES & RESPONSIBILITIES

Provides a high level of administrative and confidential support to the Executive Director, staff of the Executive Director's Office and Senior Management team.
Organizes and coordinates office workflow, establishes and manages consistent administrative office policies/procedures, and manages the office records management system.
Manages the Executive Director's schedule by arranging appointments/daily activities and prioritizing requests.
Act as a primary contact in the Executive Director Office, responds to and/or directs calls, inquiries and complaints to the appropriate Division for response and monitors to conclusion.
Oversees the completion and submission of attendance and payroll for the Executive Director.
Performs general office duties such as processing mileage claims, invoices, cheque requests, visa statements, data change forms, conference/out of town requests, and ordering supplies.
Monitor the progress of all reports in Report Center, ensure quality is maintained, followsup on changes/additional information requested by the Executive Director and deadlines are met.
Schedules management team meetings assists in the preparation of agenda, background material, records and accurately transcribes meeting notes including followup items for management team.
Responsible for maintenance of Organizational Chart updates.
Other duties in support of the Executive Director's Office and Management Team.

QUALIFICATIONS

Education & Experience

Grade 12 (or equivalent) and related postsecondary education from a recognized educational institution.
Must have minimum three to five years' experience in a senior administrative position.

Technical/Job Specific Knowledge and Abilities

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 interdependencies/relationships between Corporate & Customer Services and the other business units in HRM considered an asset.
Familiarity with the Council report process considered an asset.
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.
Above average attention to detail and a high level of accuracy.
Effective written communication and interpersonal skills.

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

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COMPETENCIES:

Analytical Thinking; Communications; Customer Service; Organizational Awareness; Organization and Planning; Teamwork and Cooperation; Valuing Diversity; Values and Ethics

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WORK STATUS:Permanent, full time

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HOURS OF WORK: Monday to Friday, 8:30am - 4:30pm; 35 hours per week
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SALARY: NU04 on the non-union salary scale; $56,210-$72,740
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WORK LOCATION: 14th Floor, Barrington Tower, Halifax, NS
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CLOSING DATE: Applications will be received up to 11:59pm on May 19th, 202-
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.
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