Administrative Assistant II (Term up to 12months)

Halifax Partnership; Halifax; On-site; CAD 51,000 - 68,000; Full time

Job summary

An established industry player is seeking a dedicated Administrative Assistant II to join their dynamic Ferry Operations team. This full-time, temporary role offers the chance to provide vital administrative support, manage schedules, and assist with budget preparation. Ideal candidates will thrive in a fast-paced environment, showcasing their organizational skills and attention to detail. With a commitment to diversity and inclusion, this position welcomes applicants from all backgrounds. If you're looking for a rewarding opportunity to contribute to a community-focused organization, this is the role for you!

Qualifications

• 3+ years of administrative experience supporting managers.
• Proficiency in office applications and effective office systems.

Responsibilities

• Provides administrative support to the Manager of Ferry Operations.
• Coordinates meetings, manages calendars, and handles procurement.

Skills

Office Administration

Customer Service

Organization Skills

Problem Solving

Analytical Thinking

Education

Grade 12

Diploma in Office Administration

Tools

SAP

MS Office Suite

Visio

BrassRing

MS Excel

Job description

Administrative Assistant II (Term up to 12months)

Job Posting

Halifax Regional Municipality is inviting applications for the temporary (up to 12 month), full time position of Administrative Assistant II in Ferry Operations. Should this position become permanent through the business planning process, the successful candidate may be offered the permanent position without a further job competition process, provided the incumbent has meet the required performance expectations for the position.

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 Manager, Ferry Operations the Administrative Assistant in Ferry Operations is responsible for providing senior confidential administrative services to the Manager, Ferry Operations. This position also provides services and coordination support to the entire Ferry division (including functional areas of Ferry Operations, Ferry Staffing & Scheduling, Ferry Shore Maintenance, and Ferry Security).

The Administrative Assistant supports the creation and administration of the Halifax Transit Ferry budget and financial portfolio, provides procurement support for the Ferry Division including sourcing, purchasing and accounts payable, as well as general administrative support to all Halifax Transit Ferry Operations employees.

The Administrative Assistant makes effective recommendations to the Manager, Ferry Operations regarding improvements to maximize the efficiency of organization in the Ferry Division’s office, and other office related matters. This position requires a team player with an attentive approach to customer service and a focus on quality and order. A high degree of initiative, problem solving, analytical thinking, and an ability to meet tight deadlines with ever changing priorities is required.

DUTIES AND RESPONSIBILITIES:

• Provides administrative support to the Manager, Ferry Operations including:
• Calendar and email management for Manager, coordinating appointments and scheduling of meetings;
• Responds to inquiries for the Manager when they are unavailable;
• Coordinates team meetings, including: scheduling, creation of agendas, coordinating meeting room logistics, tracking action items;
• Retrieves SAP reports and data, as well as formats and conducts preliminary analysis of confidential reports from the finance management system.
• Provides administrative support for the Ferry Division including:
• Collect, organize, distribute for review and archive vessel log books, including the Shift Log and the Engine Room Log;
• Collect, organize and archive documents and records;
• Provides procurement support for the Ferry Division including sourcing, purchasing and accounts payable, with a focus on procurement for Ferry maintenance activities;
• Processes and tracks procurement Requisitions and PO’s and updates procurement database;
• Supports the maintenance of training documentation, records crew certificates and database records required to abide by governing Federal Marine Regulations;
• Assists the Supervisor, Crewing and Scheduling to administer the collection, verification and processing of Ridership Data and other KPI’s;
• Assists the Supervisor, Crewing and Scheduling to administer, audit and submit payroll information, prepare and distribute time sheets and overtime reports;
• Assists the Supervisor, Crewing and Scheduling to administer the hiring of new employees and other internal position management related functions including on and offboarding documentation;
• Maintains the currency of notice boards for occupational health and safety information;
• Organizes and administer uniforms for new ferry personnel;
• Organizes, administers and reports issues associated with the Halifax ferry terminal office complex;
• Coordinates vacation schedules for the team, identifying potential conflicts;
• Monitors, orders and distributes stationery and supplies;
• Coordinates all travel arrangements for the Ferry Division team according to HRM policies
• Confidential Meeting Support:
• Participates in meetings with the Manager of Ferry Operations & Supervisory staff, recording confidential minutes;
• Prepares scheduling, background material and agendas for meetings; book facilities, coordinate meeting logistics;
• Maintains a “bring forward” system and pursues action items with staff to ensure there is adequate follow-up;
• Ensures approved minutes are promptly available, both electronically and in hard copy.
• Responsible for preparing, and monitoring compensation and cost data against established metrics, for the division’s management staff in a timely and accurate manner;
• Provides budget support; administration of budget preparation, monitoring of cost centers for anomalies etc.

Job Posting

Halifax Regional Municipality is inviting applications for the temporary (up to 12 month), full time position of Administrative Assistant II in Ferry Operations. Should this position become permanent through the business planning process, the successful candidate may be offered the permanent position without a further job competition process, provided the incumbent has meet the required performance expectations for the position.

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 Manager, Ferry Operations the Administrative Assistant in Ferry Operations is responsible for providing senior confidential administrative services to the Manager, Ferry Operations. This position also provides services and coordination support to the entire Ferry division (including functional areas of Ferry Operations, Ferry Staffing & Scheduling, Ferry Shore Maintenance, and Ferry Security).

The Administrative Assistant supports the creation and administration of the Halifax Transit Ferry budget and financial portfolio, provides procurement support for the Ferry Division including sourcing, purchasing and accounts payable, as well as general administrative support to all Halifax Transit Ferry Operations employees.

The Administrative Assistant makes effective recommendations to the Manager, Ferry Operations regarding improvements to maximize the efficiency of organization in the Ferry Division’s office, and other office related matters. This position requires a team player with an attentive approach to customer service and a focus on quality and order. A high degree of initiative, problem solving, analytical thinking, and an ability to meet tight deadlines with ever changing priorities is required.

DUTIES AND RESPONSIBILITIES:

• Provides administrative support to the Manager, Ferry Operations including:
• Calendar and email management for Manager, coordinating appointments and scheduling of meetings;
• Responds to inquiries for the Manager when they are unavailable;
• Coordinates team meetings, including: scheduling, creation of agendas, coordinating meeting room logistics, tracking action items;
• Retrieves SAP reports and data, as well as formats and conducts preliminary analysis of confidential reports from the finance management system.
• Provides administrative support for the Ferry Division including:
• Collect, organize, distribute for review and archive vessel log books, including the Shift Log and the Engine Room Log;
• Collect, organize and archive documents and records;
• Provides procurement support for the Ferry Division including sourcing, purchasing and accounts payable, with a focus on procurement for Ferry maintenance activities;
• Processes and tracks procurement Requisitions and PO’s and updates procurement database;
• Supports the maintenance of training documentation, records crew certificates and database records required to abide by governing Federal Marine Regulations;
• Assists the Supervisor, Crewing and Scheduling to administer the collection, verification and processing of Ridership Data and other KPI’s;
• Assists the Supervisor, Crewing and Scheduling to administer, audit and submit payroll information, prepare and distribute time sheets and overtime reports;
• Assists the Supervisor, Crewing and Scheduling to administer the hiring of new employees and other internal position management related functions including on and offboarding documentation;
• Maintains the currency of notice boards for occupational health and safety information;
• Organizes and administer uniforms for new ferry personnel;
• Organizes, administers and reports issues associated with the Halifax ferry terminal office complex;
• Coordinates vacation schedules for the team, identifying potential conflicts;
• Monitors, orders and distributes stationery and supplies;
• Coordinates all travel arrangements for the Ferry Division team according to HRM policies
• Confidential Meeting Support:
• Participates in meetings with the Manager of Ferry Operations & Supervisory staff, recording confidential minutes;
• Prepares scheduling, background material and agendas for meetings; book facilities, coordinate meeting logistics;
• Maintains a “bring forward” system and pursues action items with staff to ensure there is adequate follow-up;
• Ensures approved minutes are promptly available, both electronically and in hard copy.
• Financial Administration Support:
• Responsible for preparing, and monitoring compensation and cost data against established metrics, for the division’s management staff in a timely and accurate manner;
• Provides budget support; administration of budget preparation, monitoring of cost centers for anomalies etc.

QUALIFICATIONS:
Education & Experience:

• Successful completion of grade 12 and a diploma in Office Administration or equivalent;
• Minimum three years related experience in an administrative position providing direct administrative support to managers;
• Experience in the Transit and /or Marine Industry, preferably with an understanding of Transit Marine Operations, considered an asset.

Technical / Job Specific Knowledge and Abilities:

• Proficiency in applicable office applications (i.e. SAP, MS Suite/Outlook, Visio, BrassRing, MS Excel, Group Wise, Internet);
• Thorough knowledge of current and effective office systems and procedures, and information management principles;
• Working knowledge of HRM policies & procedures considered an asset;
• Excellent organizational skills with proven ability to prioritize completing priorities and to thrive in ambiguous situations;
• Knowledge of corporate priorities and impact on day-to-day activities of the division;
• Ability to communicate effectively in person and in writing, with error free attention to detail;
• Organized and able to work independently to carry tasks to completion;
• Able to deal in high stress situations, and must be able to multi-task

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

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

HOURS OF WORK: 8:00 a.m. to 4:00 p.m., Monday through Friday, 35 hours per week.

SALARY: Level 3, Non-Union, $51,360 - $67,140. Salary to be commensurate with experience.

WORK LOCATION: Halifax Ferry Terminal, 5077 George Street, Halifax, NS

CLOSING DATE: Applications will be received up to11:59 pm on Tuesday, May 13, 2025

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 interview or testing) and who require an accommodation, should discuss their needs with the recruiter when invited to the assessment process. For more information on our accommodation process please click on the link;Accommodations | Hiring | Employment | Halifax

(position # 78627793)