Administrative Support

11667BR

Administrative Support

Job Posting

Halifax Regional Municipality is inviting applications for the full-time, up to 6-month term position of Administrative Support with our Corporate Fleet team.

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.

The Administrative Support role is the critical role of the Emergency Fleet Maintenance team providing hands on service and support within the daily operations including creating/processing work orders, scheduling jobs, taking client requests, processing vendor invoices, etc. The Administrative support person must be task-driven and organized and enjoy working in a busy, garage environment. The ideal candidate for this position is hands-on and possesses prior fleet or garage experience.

Under the direction of the Superintendent of Emergency Fleet, the Administrative position provides support to Corporate Fleet. The Administrative Support is responsible for administrative functions relating to the maintenance and repairs for vehicles and equipment used by Halifax Regional Fire. This position requires a high degree of initiative, customer service, and strong organizational skills.

DUTIES AND RESPONSIBILITIES:

• Coordinate and schedule work in consultation with the Supervisor and user departments
• Create and generate work orders in Fleet Focus
• Review time cards, and work orders to ensure all information is accurate and complete
• Work on requests for quotation for services in conjunction with the procurement staff
• Coordinate the motor vehicle inspection process for vehicles
• Track vehicle permits, insurance cards, overweight permits, preventative maintenance ensuring they are up to date and correct
• Process obsolete/surplus vehicles; remove license plates and/or arrange for removal
• Verify warranties/recalls and ensure all work is sent to the appropriate repair facility
• Procure services as needed using SAP and Fleet Focus
• Process purchase orders, goods receipts, and invoices to ensure payment in a timely manner
• Support the vehicle tendering process
• Generate budget/financial reports from SAP and Fleet Focus
• Enter hours of work and type of work completed for work orders, to maintain vehicle history/cost in Fleet Focus
• Prepare and track attendance records, liaising with staff in Fleet and other business units as required (i.e. emergency call-out, payroll discrepancies and confidential information)
• Verify monthly corporate Visa statements for accuracy and completeness (i.e. ensure correct coding to work orders, cost centers, cost elements, etc.)
• Respond to direct enquiries on matters pertaining to Emergency Fleet, in person, or via various communication channels
• Responsible for office activities, mail and ordering stationery
• Prepare correspondence as required
• Maintain vehicle master lists
• Manage vehicle registration process for HRP vehicles and equipment
• Maintain and reconcile petty cash, local travel and taxi chits.
• Other duties as assigned

QUALIFICATIONS:
Education & Experience:

• Grade 12
• Diploma in Office Administration from a recognized educational institution
• Minimum of three (3) years related experience, preferably in a fleet operation

Technical/Job Specific Knowledge and Abilities:

• Proficiency in the use of computers and software (Microsoft suite, etc.)
• Thorough working knowledge of multiple SAP modules is considered an asset
• Proficient typing / data entry skills
• Strong customer service orientation and organization and planning skills

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

Please note – Testing may be conducted as a component of the selection process to assess technical and job specific knowledge. Candidates, who are selected for testing, may be tested in a group setting, scheduled at the employer’s discretion.

Please note - Applicants are responsible to include all information that they wish to have taken into consideration in the review of their application, and applicants are required to provide full details of experience or training referenced in the posting. Applicants may be screened out of this competition at preliminary stages of review based on the insufficiency of the information provided, and the award of this position may be made solely on the basis of the information provided in the electronic submission without any requirement that the Employer contact the candidate for further elaboration on information referenced in the application.

COMPETENCIES: Communication, Customer Service, Organization & Planning, Teamwork and Cooperation, Valuing Diversity.

WORK STATUS: Full time, up to 6 month term.

HOURS OF WORK: Monday to Friday, 7:30 am - 3:30 pm, 35 hours per week.

SALARY: $28.41 per hour, as per the NSGEU Local 222 Collective Agreement.

WORK LOCATION: Emergency Fleet Fire Garage- 34 Red Bridge Pond Road, Dartmouth NS B2X0C5.

CLOSING DATE: Application will be received up to 11:59 pm on August 9, 2026.

This is a bargaining unit position. External applicants will only be considered if there are no qualified bargaining unit candidates.