The Halifax Regional Municipality is seeking applications for the up to 12 month temporary position of Administrative Assistant II with Halifax Regional Fire & Emergency (HRFE). Reporting to the Deputy Chief, the Administrative Assistant is part of a team of Administrative Assistants who provide support to the Fire Strategic Team. The Administrative Assistant is responsible for providing administrative support to the division in the delivery of high-quality customer service in a fast-paced and ever changing working environment. The position requires a team player with a high degree of initiative, flexibility and confidentiality, as well as an effective communicator with excellent organizational and problem-solving skills.

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.

DUTIES AND RESPONSIBILITIES

• Manages inquiries, appointments, correspondence, and electronic communication for the Deputy Chief, in addition to ensuring proper follow-up to ensure deadlines are met.
• Provides and maintains consistent administrative support and assistance to the division including editing, proofing and formatting of reports to Council and Committees and draft correspondence.
• Coordinates responses by Deputy Chief and staff to the Mayor and Councillors, as well as for Council status sheet items, and ensures timely follow-up.
• Supports the Deputy Chief in the coordination of the recruitment and selection process including preparing staffing requests in the applicant tracking system, employee data change forms, job postings, maintaining and updating job descriptions for the division, and preparing interview packages as required.
• Assists in the scheduling and maintaining performance and development plans for division staff.
• Prepares and submits attendance sheets and maintains vacation schedules for the division.
• Responds to and directs customer inquiries on divisional matters.
• Coordinates schedules, formulates agendas, obtains/prepares background material, records, transcribes and circulates minutes, follows up on action items, prepares and tracks correspondence for meetings, consultative processes and committees involving both internal staff and external clients.
• Assists with the preparation of reports, special projects and confidential work, and formulating and signing administrative correspondence when necessary.
• Researches and gathers data for project work based on business unit initiatives using various research tools, such as internet, information databases, in person and phone interviews, newspapers, magazines and publications.
• Assists Deputy Chief with preparation of presentations and other information for use at various meetings.
• Maintains consistent administrative procedures for correspondence, filing systems, and council reports.
• Maintains confidential files such as personnel files, grievances, complaints, job classifications, salaries, etc. for all division staff; maintains confidentiality of information.
• Audits databases to ensure accuracy of information, including pay and personnel information, entering new personnel data and updating records as necessary.
• Coordinates and provides administrative support for special projects and special events.
• Coordinates the flow of information internally and with other business units and external organizations.
• Participates as a committee member within Halifax Regional Fire & Emergency (HRFE); represents HRFE on corporate committees as needed.
• Works with other Administrative Assistants and Administrative Support Assistants to implement effective administrative procedures for the division.
• Performs other administrative duties as assigned, and/or special projects.

QUALIFICATIONS
Education and Experience

• Grade 12 and a certificate or diploma in business from a recognized educational institution.
• Three (3) years’ experience in support of a senior administrator or manager with demonstrated performance capabilities.

Technical/ Job Specific Knowledge and Abilities

• Thorough knowledge of administrative/office management practices and procedures, including and establishment and maintenance of filing systems;
• Proficiency with computer applications for correspondence, spreadsheets, and presentations (SAP, Microsoft Office, Outlook, CityWatch, FDM, or similar software, social media platforms)
• Excellent organizational skills with proven ability to prioritize competing demands and time lines to accomplish tasks.
• Above average attention to detail with a high level of accuracy.
• Effective written communication and positive interpersonal skills.
• General knowledge of Municipal and Provincial legislation relevant to the business unit;
• General knowledge of the services provided by HRM, Halifax Regional Fire & Emergency and other business units in HRM.
• Working knowledge of IAFF and NSUPE Collective Agreements

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. Interviews, testing, and in-person recruitment activities are being conducted in adherence with current COVID-19 Public Health protocols.

Competencies: Customer Service, Teamwork and Cooperation, Analytical Thinking, Communication, Organization and Planning, Values & Ethics, Valuing Diversity

WORK STATUS: Temporary full time- Up to 12 Months

HOURS OF WORK: Monday - Friday, 8:30am - 4:30pm, work outside of these hours may occasionally be required.

SALARY: Non-Union Level 3 - Salary scale $47,170 $64,840

WORK LOCATION: HRFE HQ 3rd Floor, Alderney Gate, Dartmouth.

CLOSING DATE: Applications will be received up to 11:59 p.m. on December 1, 2022

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.

(position #72285863)