Hybrid Administrative Assistant II na Halifax Regional Municipality

Halifax Regional Municipality is inviting applications for the full time permanent position of Administrative Assistant II with Halifax Transit.

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 general direction of the Director, Employee Support & Development and Director, Transit Operations, the Administrative Assistant is responsible for providing senior confidential administrative services to the Director, Employee Support & Development and Director, Transit Operations. This position also provides services and coordination support to the entire Employee Support and Development division (including functional areas of recruitment, training, safety and employee services for ATU employees). To be successful in the position, the Administrative Assistant should be proactive, take initiative, and be able to work in a confidential environment requiring a high degree of discretion. 

DUTIES AND RESPONSIBILITIES:

• Provides administrative support to the Directors, including:
• Calendar management, coordinating appointments and scheduling of meetings.
• Responding to inquiries for the Director when he/she is unavailable.
• Coordinating team meetings, including: scheduling, creation of agendas, coordinating meeting room logistics, tracking action items.
• Coordinating orientation activities and set-up for new staff.
• Providing budget support: processing invoices for payment, monitoring cost centres, etc.
• Coordinating travel arrangements.
• Coordinating SAP reporting, as well as formatting and conducting preliminary analysis of reports.
• Coordinating vacation schedules for the team, identifying potential conflicts.
• Following up on requests, tasks and projects to ensure timelines are met.
• Assist with research and preparation of documents, reports, and presentations for special projects, new program initiatives, and Regional Council.
• Assist with the research and development of new programs and internal services from the division.
• Coordinating the administration and logistics for special events, such as Halifax Transit employee recognition events
• Administrative support for division, including:
• Establishing, maintaining and managing an effective records management system for the division, including confidential labour relations files, personnel files, attendance statistics, hiring processes, etc.
• Preparing, receiving, and tracking staff grievances, disciplinary actions and performance management for ATU employees in Bus Operations.
• Providing support to recruitment, including coordinating logistics for community outreach and information sessions, preparing interview packages, managing records from the hiring process, etc.
• Providing support to various Committee's including: coordinating meeting schedules; recording of minutes; tracking of action items; and the distribution of communications.
• Providing support to training, including preparing training documents, assisting with maintenance of training records, coordinating logistics for training events, etc.
• Provide administrative support to other committees as needed at Halifax Transit.
• Cover, as needed, as Administrative Assistant for the Executive Director when the Executive Director’s Administrative Assistant is out of the office.
• Performing other administrative duties or projects as assigned.

QUALIFICATIONS
Education & Experience:

• Grade XII plus post-secondary education in administration from a recognized educational institution.
• Five years of related administrative experience with a minimum three years of experience providing direct administrative support to senior management. Experience in an operational business unit is an asset. 
• Administrative experience in any of the following areas is an asset: recruitment, training, safety, and employee/labour relations.
• An equivalent combination of education and experience may be considered. Applicants relying on education and experience equivalencies must clearly demonstrate such equivalencies in their application.

Technical/Job Specific Knowledge and Abilities:

• Intermediate to advanced proficiency with office software in the areas of word processing, spread sheet, presentation, and email/calendar programs.  Proficiency with databases is an asset.
• Experience using SAP is an asset.
• Thorough knowledge of current and effective office systems and procedures and information management principles.
• Excellent organizational skills with proven ability to prioritize competing priorities.

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

COMPETENCIES: Analytical Thinking, Communication, Customer Service, Networking/Relationship Building, Organization and Planning, Organizational Awareness, Teamwork and Cooperation, Valuing Diversity.

WORK STATUS: Full Time, Permanent

HOURS OF WORK: 8:00am - 4:00pm, Monday - Friday; 35 hours per week. Additional hours may be required to support operational needs.

SALARY: Non-Union Level 3, $51,880 - $67,140. Salary will be determined based on relevant experience and qualifications related to the specified pay band and job. Placement above the midpoint of the pay band is typically reserved for candidates who significantly exceed the minimum qualifications, such as those with exceptional experience, specialized skills, or demonstrated achievements relevant to the role. This ensures fair and consistent compensation practices across the organization. 

WORK LOCATIONS: Burnside Transit Centre, 200 Ilsley Avenue, Dartmouth NS.

CLOSING DATE:  Applications will be received up to 11:59 PM on Tuesday, August 26, 2025. 

Please note: We thank all applicants for their interest in this position. Only those applicants selected for an interview/testing will be contacted.
 
To ensure a fair and equitable hiring process, candidates are expected to complete all parts of the recruitment process, including assessments, assignments, and interviews independently and without the use of artificial intelligence (AI) tools or other forms of external assistance. The use of AI to complete any component of the hiring process is not permitted and may result in disqualification from consideration.
 
During the recruitment process, applicants have the right to request an accommodation. Applicants invited to participate in an assessment process (such as interview or testing) and who require an accommodation, should discuss their needs with the Talent Acquisition Advisor when invited to the assessment process. For more information on our accommodation process please click on the link; Accommodations | Hiring | Employment | Halifax

(position #78615976)