Administrative Support

Job description

Halifax Regional Municipality (HRM) is inviting applications for an Expression of Interest (EOI) for the temporary (up to 12 months) position of Administrative Support in Road Operations & Construction with Transportation & Public Works (TPW). We encourage applications from qualified African Nova Scotians, racially visible persons, women in non-traditional positions, persons with disabilities, Aboriginal persons and persons of the LGBTQ+ community. HRM encourages applicants to self-identify.

Under the general direction of the Works Controller, this position provides clerical and administrative support to divisions within Road Operations and Construction.

DUTIES AND RESPONSIBILITIES Responsible for coordinating and ensuring the smooth operation of the administrative functions of the divisions. Actively seeks out opportunities to improve the overall effectiveness of the divisions through excellent administrative practices; Provide assistance with the timely and accurate flow of Snow & Ice season (SNIC) information, working with Road Operations and Construction and Construction Management and the GIS division (i.e. modifications to SNIC routes & other approved changes pertaining to SNIC); Work with other Administrative Support positions within Road Operations and Construction to ensure consistent processes are followed between Regions and areas of responsibility; Review Management changes to routes or other SNIC data; ensure the corresponding spreadsheet file is updated to reflect the changes and forward organized information to GIS for system updating.; Prepare SNIC mapping packages for Supervisors & Contractors prior to the start of the SNIC season; Assist Management with SNIC forms & paper work; seniority lists, snow boards, color team schedules, etc; Investigate and liaise with Risk Management regarding Claims; Data entry of various forms and filing of same; Provides assistance organizing meetings, snow school, including agenda preparation, booking locations and minute taking; Responds to and directs enquiries on divisional matters in person, over the telephone, and through electronic correspondence with accuracy, professionalism and enthusiasm; Prepares various reports and correspondence for management team within division; Undertakes administrative responsibilities such as ordering of office equipment, supplies and forms while ensuring supplies are on hand for seasonal planning; Provides follow up of action items for meeting minutes or equivalent; Supports specific technical activities related to their specific division such as: preparation and updating of spreadsheets and databases, web page updates, Hansen/Cityworks service requests, and SAP related activities; Assists in the preparation of time sheets, maintenance of vacation and training records, and makes travel arrangements on behalf of department; Performs office duties such as photocopying, faxing, filing, receiving deliveries and coordinating outgoing courier packages; Provides reception service to internal and external clients as required; Coordinates with Councillors, Business Units and Community groups on requests for new services; Provides technical support to Councillors and Community groups; Monitors two-way radio system and relays information to on street workers via two-way radio system; Must be available to provide support during winter operations and other operational events as required; Other related duties as may be assigned by division. QUALIFICATIONS
Education & Experience Grade 12 and related administrative training, plus a minimum of one-year related experience in municipal government including administration and knowledge of municipal operations. Technical/Job Specific Knowledge and Abilities Proficient in the use of computers including SAP, Outlook, Presentations software, GIS-ARCVIEW, Microsoft Word, Microsoft Excel, Microsoft Power Point, Microsoft Access. 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.

HRM takes the health and safety of its job applicants and employees seriously. Where possible, recruitment testing and interviews will be done by way of phone, video conference, or other virtual means. For this recruitment process, the will require your in-person participation. Candidates invited to this stage will be provided with an overview of our organization’s COVID-19 related safety measures and candidates will be required to complete a self-assessment. For questions, please contact your HR representative or jobs@halifax.ca.

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

WORK STATUS: Temporary, full time (up to 12 months)

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

SALARY: $23.51 per hour; level 3 as per NSUPE Local 13 collective agreement

WORK LOCATION: 3825 Mackintosh Street, Halifax, NS or 11 Turner Drive, Dartmouth, NS (location subject to change).

CLOSING DATE: Applications will be received up to 11:59pm on Tuesday, April 13, 2021.

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

Please note: We thank all applicants for their interest, only those selected for an assessment/interview 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.

Qualified HRM retirees may also be considered for competitions. In these circumstances, a form of employment may be offered, including term and/or contract employment.
(position # 72285865)

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