Administrative Assistant Ii - Halifax, Canada - Halifax Regional Municipality

Halifax Regional Municipality

Verified Company

Halifax, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Job Posting

Reporting to the Director, Facility Maintenance & Operations (FMO), the Administrative Assistant II assists in coordinating business unit processes, assisting with special projects and handling labor relations confidential matters. This position requires a team player with a high degree of initiative, confidentiality, customer service focus and strong communication skills, excellent organizational and problemsolving skills and the ability to meet tight deadlines.

DUTIES AND RESPONSIBILITIES:

Provide confidential administrative assistance to the Director, FMO, Manager, Building Operations, other Managers, Coordinators and Supervisors with the preparation of budgets, reports, special projects, labour relations and council reports.
Formulates and signs administrative correspondence on a regular basis. Independently produces correspondence, administrative material, financial data and human resources reports for the Director, Managers, Coordinators and Supervisors, and financial consultants; enters data in SAP, revising as necessary.
Tracks, administers and reconciles the phone, petty cash and office supplies budget
Assists in the preparation of Staffing Action Forms, Organizational Change Approval Forms, Employee Data Change Forms, and Brass Ring recruitment processes.
Responsible for the coordination of PDP (Performance Development Process) interviews between Director, FMO and all nonunion staff ensuring Human Resources' deadlines are met and preparing and completing PDPs for Facilities' nonunion staff under direction of Director, FMO
Responsible to ensure that Facilities Management personnel files are kept confidential, accurate and up to date
Preparing, receiving, tracking, and filing confidential correspondence concerning staff grievances, disciplinary actions and performance management actions
Responsible for scheduling and organizing Management Meetings, OH&S Meetings, Procurement Meetings, SLA Meetings between Business Units, and any others as assigned.
Researches and prepares background material for meetings, prepares agendas, schedules, presentations, records and accurately transcribes minutes, including action and followup items.
Provides administrative knowledge and support to the Director and Management Team in managing internal/external enquiries, appointments, correspondence and electronic communications using tact, judgement and confidentiality while ensuring efficient followup to meet deadlines.
Responsible for organizing all travel arrangements for Director and the Management Team according to HRM policies, ensuring all necessary forms are completed and approved.
Approves, or prepares for approval, requisitions, purchase requisitions, journal entries and other financial transactions when required.
Responsible for scheduling and maintaining the Duty Supervisors' schedule on a 6month basis and distributes appropriately.
Responsible for tracking certificate renewal due dates when necessary for Facility Maintenance & Operations staff through the Nova Scotia Department of Labour and Advanced Education.
Responsible for retrieving on an annual basis Drivers' Abstracts of all staff who do or may drive HRM vehicles.
May perform other related duties as assigned.

QUALIFICATIONS

Education and Experience:

Grade 12 (or equivalent) and administrative training from a recognized educational institution plus five years progressive experience in a senior administrative or related position with demonstrated performance capabilities, preferably in a municipal government environment. An equivalent combination of education and experience may be considered.
Experience and knowledge of Facility Maintenance & Operations considered an asset.

Technical/Job Specific Knowledge and Abilities:

Thorough knowledge of administrative/office management practices and procedures, including knowledge of current, effective office procedures, budgeting, financial recordkeeping, information management systems and human resource systems.
Knowledge of finance, procurement and budgeting procedures.
Thorough knowledge of services provided by Facility Maintenance & Operations and its interdependency with other business area services.
General knowledge of Municipal and Provincial legislation relevant to the business unit (i.e., Municipal Government Act (MGA), Bylaws, FOIPOP legislation, Collective Agreements, etc.).
Strong customer service skills.
Exposure to Microsoft Visio, MS Project and Outlook an asset.
Exposure to web content management/publishing, multimedia, social media (Facebook, LinkedIn, Twitter, RSS, etc.), and electronic document management would be a definite asset.

Security Clearance Requirements:
Applicants may be required to complete an employment security screening check.-
COMPETENCIES: Valuing Diversity, Analytical Thinking, Communications, Customer Service, Decision Making, Organizing & Planning, Teamwork & Co