Office Assistant II

Halifax Water is accepting applications for one (1) Term Full Time Office Assistant II in the Corporate Services department.

The Office Assistant will provide comprehensive administrative support to multiple managers and departments within Halifax Water, including Technical Services, Cybersecurity & IS, Enterprise & Business Applications, Data, Analytics and Visualization. Key responsibilities include managing safety forms, handling financial tasks like invoice processing and accounting, coordinating training sessions, and assisting with meeting management. Additionally, the Office Assistant will provide general administrative support to five managers and their teams, such as managing email and calendar, filing, and data entry.

Interested, qualified candidates are asked to submit a cover letter and up-to-date resume quoting Competition #HW24-157E confirming their interest by 12:00 pm on September 25, 2024.

Responsibilities

• Receive visitors and answer telephones; provide the available information or refer to the appropriate personnel/department.
• Prepare correspondence, reports, spreadsheets, etc. from handwritten notes, hardcopy or electronic documents, verbal instructions, or dictaphone. Frequently prepare correspondence that is self-composed.
• Retrieve, open and distribute mail for the department. Assist with processing outgoing mail for the department. Distribute inter-departmental notices (e.g. pay stubs).
• Schedule appointments, book meeting room space and equipment. Attend regular departmental meetings, compile agenda items and background information, record and
• prepare meeting minutes. Assist with ordering resources, materials and meals for meetings as required.
• Compile data, statistical records, support documents and other departmental information (e.g. employee training, expense, vacation, absenteeism, and timecard data).
• Research, compile and verify data, statistical records, and support documents in preparation for meetings, work projects, reports, etc. as required.
• Use computer software applications and technology to perform job duties.
• Operate office equipment such as: calculator, fax machine, personal computer, photocopier, HP printer, dictaphone, etc.
• Perform filing duties and file maintenance duties, including assisting with maintenance, retrieval, retention and destruction of records according to policy.
• Order office supplies and equipment for departmental staff as required. Coordinate with other Office Assistants the ordering and restocking of common departmental stationary supplies.
• Provide back-up for other Office Assistant and Administrative Assistant positions as required.
• Perform other duties as may be assigned.

Qualifications

Minimum qualifications for this position include a Grade 12 diploma and a recognized Business/Secretarial Certificate. Additionally, candidates must have at least three years of relevant secretarial experience along with proficiency in typing.

Are you interested?

Halifax Water invests in its employees by providing competitive salaries, incentive programs, opportunities for advancement, and excellent benefits packages including:

• Pension plan
• Medical, dental and vision benefits
• Paid holidays, vacation, and sick leave
• Family/Employee Assistance Program
• Employee wellness
• Professional development opportunities
• Commitment to providing world-class water, wastewater and stormwater services as leading environmental stewards.
• Opportunity to work remotely

Halifax Water