Administrative Assistant - Dartmouth, Canada - Halifax Regional Municipality

Halifax Regional Municipality

Verified Company

Dartmouth, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Job Posting- This position requires discretion and a commitment to respecting confidentiality, an ability to work independently, demonstrated sound ability in handling situations of complex and sensitive nature while still providing strong customer service, attention to detail, and a high level of political acuity

DUTIES AND RESPONSIBILITIES:

Administrative Coordination

Responsible for the administration and appropriate and timely action of all hard copies, electronic documents, and correspondence received by the Emergency Management Office
Provides statistics and data on mail and correspondence volume and creates reports as required
Ensures all distribution lists for EM Committee, Internal briefing groups, and Community groups are maintained
Delivers support for meetings of Committees including logístical, technical, administrative, and customerservicerelated tasks as required
Financial administration, including processing invoices, monitoring expenditures, and assisting with budget activities
Responsible for ensuring accurate payroll time sheets; EM staff payment sheets, vendor invoices, vacation records, training records, and volunteer records for the Emergency Management office
Performs general office duties such as photocopying, reception, arranging courier services, booking meeting rooms, placing service calls for equipment, ordering office equipment and supplies
Maintains a working knowledge of provincial/municipal legislation and regulations having relevance to the function of Emergency Management
Demonstrates sound background knowledge of Council reports that are mandated, maintains an awareness of Council's strategic mandates and outstanding issues for Emergency Management
Responsible for maintaining Emergency Management's records/files on SharePoint and other methods
Performs research activities, records retrieval, and provides requested documents to internal and external clients
Provides administrative support to the EOC during times of crisis
Provides assistance to all EM staff with coordinating bookings and appointments for events
Coordinates all Access to Information requests for EM
Other related duties as assigned, and/or special projects in support of the Emergency Management office

QUALIFICATIONS

Education and Experience:

Grade 12 education and a business diploma
Three years' related experience
Demonstrated experience communicating and interacting with a diverse audience (i.e., staff, elected officials and the general public)
Demonstrated experience in web management and posting

Technical / Job Specific Knowledge and Abilities:

Expertise in use of computers and related software (i.e., MS Office Suite, Windows Operating System, Adobe Acrobat)
Skills with SAP, Open Text, SharePoint, Zoom and Drupal
Strong attention to detail with demonstrated ability to accurately edit and proofread
Excellent organizational, time management, and problemsolving skills with the ability to coordinate multiple tasks efficiently
Demonstrated ability to exercise sound judgment and discretion in all situations
Ability to deal effectively with the public and elected officials
Knowledge of services provided within the Halifax Regional Municipality and Municipal Government structure
Security Clearance Requirements: Applicants may be required to complete an employment security screening check

COMPETENCIES:

Valuing Diversity, Analytical Thinking, Communication, Customer Service, Organization & Planning, Organizational Awareness, Teamwork & Cooperation, Values & Ethics, Managing Change, Networking & Relationship Building
WORK STATUS:Permanent, full-time
HOURS OF WORK: Monday to Friday, 35 hours per week; flexibility and overtime may be required within the EOC and/or for events

SALARY:

NU03 on the non-union salary scale; $47,630-$65,490. Salary to be commensurate with education and experience

WORK LOCATION:

21 Mount Hope Avenue, Dartmouth
CLOSING DATE: Applications will be received
-
up to 11:59pm on Tuesday, January 30, 2024.

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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