Halifax Regional Municipality is inviting applications for the permanent, full-time position of Administrative Support in Public Works.  

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. 

Reporting to the Manager of Traffic Maintenance, this position provides clerical and administrative support to the Traffic Maintenance section within the Traffic & Parking Management division of Public Works.  This section is a high volume output area, requiring the ability to prioritize workload in order to manage multiple priorities while maintaining a high level of quality customer service to both internal and external clients.  The position requires an individual who is a team player with excellent communication skills and works with a high degree of initiative and confidentiality.

DUTIES AND RESPONSIBILITIESResponsible for coordinating and ensuring the smooth operation of the administrative functions of the section.Actively seeks out opportunities to improve the overall effectiveness of the section through excellence in administrative practices.Assistance with the timely and accurate intake of invoices for processing with contractors and finance, including updating spreadsheets, developing contractor/finance packages .Responsible for answering and appropriately directing calls.Work with other Administrative Support positions and the Work Planning Technicians within Traffic & Parking Management to ensure consistent processes are followed.Undertakes administrative responsibilities such as ordering of office equipment and supplies including material for internal maintenance work.Supports specific technical activities such as: preparation and updating of spreadsheets and databases, City Works service requests, invoicing, and SAP related activities.Assists in the preparation of time sheets, overtime records, vacation tracking and training records.Makes travel arrangements on behalf of the department.Performs offices 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.Other related duties as may be assigned by division.
QUALIFICATIONS
Education & ExperienceGrade 12 or equivalent.Successful completion of a one-year business/office administration course.Minimum 3 years experience in an administrative position.Technical/Job Specific Knowledge and AbilitiesMust be proficient in Microsoft Office 365 (Word, Excel, Outlook, Teams, etc.).Knowledge of City Works, Adobe, Sharepoint and web based GIS considered an asset.Excellent oral and written communication skills.Must have good customer service skills.Able to work with initiative and with limited supervision.Excellent proofreading and quality assurance skills.Thorough knowledge of current, effective office procedures.Knowledge of HRM policies and procedures.General knowledge of HRM’s Record Management Classification System.General knowledge of the services provided by Public Works and HRM business units
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: Valuing Diversity, Communications, Customer Service, Teamwork & Cooperation, Organizing & Planning, Value & Ethics, Analytical Thinking

WORK STATUS: Permanent, Full time.

HOURS OF WORK: Monday to Friday, 8:30am - 4:30pm; 35 hours per week.

SALARY: NSGEU Local 222, Level 03 $26.47 per hour

WORK LOCATION: 3825 MacKintosh Street, Halifax NS. Work location can be changed according to operational requirements.

CLOSING DATE: Applications will be received up to 11:59 PM on Wednesday, July 2, 2025.

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 in this position. Only those applicants selected for 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 #72285860)