Technical assistant Jobs in Halifax, NS

11777BR

Administrative Assistant III

Job Posting

Halifax Regional Municipality is inviting applications for the Temporary, Full-time (up to 12 months) position of Administrative Assistant III in Chief Administrative Office.

Applicants who previously applied for this position do not need to reapply.

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 direction of the Executive Director, City Hall Administration and Municipal Clerk and with functional guidance from the Coordinator the Administrative Assistant III supports the team in the CAO Office, where quality customer service is provided in a very active, fast-paced working environment, and where there is on-going interaction with the public, staff at all levels, and elected officials. This position requires a high degree of initiative, with a strong customer service focus, and strong communication skills in an administrative environment.

DUTIES AND RESPONSIBILITIES:
Management of CAO Office and City Hall:

• Creates procedures and protocol for office management responsibilities. Manages event bookings for Halifax Hall. Acts as the primary point of contact for inquiries related to booking Halifax Hall for events. Works with Mayor’s Office and other departments to ensure event direction and protocol, including security needs.
• Manages illumination requests for Halifax City Hall, based on the approved policy.
• Member of the project charter for the new Report Centre replacement project.
• Assists in Report Centre materials and training for staff. Co facilitates report author trainings.
• Tracks Report Centre progress and provide status updates to business units when requested.
• Assists the Executive Assistant and CAO Reports role with information requests for CAO calendar invites, CAO approval, signature and CAO review while ensuring that all activity and requests are logged.
• Assists the Business Unit Coordinator with corporate events.
• Maintains relationships with Directors, AAs and Senior Staff to ensure that information is shared in a timely and accurate way.
• Front line staff person responsible for greeting external and internal clients to the CAO office.

Regional Council:

• Assembles Regional Council, Standing Committee and Director information for CAO in advance of meetings.
• Assists CAO with budget materials and coordination during budget deliberations.

Administrative Duties:

• Manage the CAO email (filing, bring forward items) and assist with calendar booking and organization.
• Manages shared office filing system, office organization, and works with the Municipal Archives to store past documents and files.
• Answers the main office line, and triages phone calls and requests as needed. Responds to inquiries and redirecting calls where applicable.
• Performs research activity and follow-up to completion due to requests for information from internal and external clients.
• Order goods and services for the CAO office, using the electronic purchasing process and established procedures.
• Responsible for logging all incoming and outgoing correspondence and documents (including but not limited to mail, Council reports, signature and CAO Tender Award reports).
• Facilitate travel form approvals, expenses and visa reconciliations.
• Performs general office duties such as photocopying and scanning.
• Arrange meeting spaces and catering for on-site and off-site executive meetings.
• Ensure meetings are properly equipped with technology and information as required.
• Update contact list of AAs and Coordinators for each BU.
• May perform other related duties as assigned.

Qualifications:
Education & Experience

• Grade 12 (or equivalent) and related post-secondary education from a recognized educational institution.
• Must have minimum three to five years’ experience in a senior administrative position.
• Experience working in government setting is considered an asset.

Technical/Job Specific Knowledge and Abilities

• Proficiency and expertise in the use of current computer technology and related software (Microsoft Office Suite: Outlook, Word, Excel, PowerPoint).
• Excellent organization skills and ability to multi-task and solve problems.
• Excellent writing, verbal and communication skills.
• High degree of professionalism and confidentiality.
• Requires ability to meet and deal tactfully and effectively with all other staff members, elected officials, and the public.
• Proficiency in typing (speed and accuracy).
• A strong preference will be given to candidates who are bilingual in French and English.

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

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