Halifax Regional Municipality (HRM) is inviting applications for one (1) permanent position of Administrative Coordinator in the Office of the Municipal Clerk (MCO). HRM is committed to reflecting the community it is serves & recognizing Diversity & Inclusion as one of the Municipality?۪s core values.We have an Employment Equity Policy & we welcome applications from African Nova Scotians & Other Racially Visible Persons,Women in occupations or positions where they are underrepresented in the workforce,Indigenous/Aboriginal People,Persons with Disabilities & 2SLGBTQ+ Persons.Applicants are encouraged to self-identify on their electronic application

Reporting to the Deputy Clerk,the Administrative Coordinator is responsible for the overall management & administrative functions of the MCO including,but not limited to, information management, research, communication, project management & planning & report preparation.The Coordinator oversees the development of the MCO?۪s annual business plan,tracks Key Performance Indicators (KPI?۪s) for reporting on specific cycles & groups & provides executive administrative & coordination services to the Municipal Clerk

DUTIES & RESPONSIBILITIES:

• Manage the Municipal Clerk?۪s schedule including arranging appointments, daily activities,corporate travel & prioritizing requests with careful consideration to high priority issues.Identify potential conflicts as they arise
• Compose correspondence for the Municipal Clerk by identifying required information,researching background information,gathering & compiling data from multiple sources
• Receive & assigns all general inquiries,correspondence & electronic communication from both internal/external stakeholders based on criteria set by the Municipal Clerk
• Prepare background material for meetings,schedule presentations & make any other necessary arrangements including attendance & recording of minutes
• Brief Municipal Clerk prior to meetings & provide background material
• Prepare Municipal Clerk?۪s reports,presentations,memos,minutes & emails & track minutes,council reports & actions items
• Provide assistance to the Municipal Clerk on assigned projects & highly confidential work
• Prepare,approve & submit attendance sheets & maintain vacation schedules
• Coordinate & participate in division leadership meetings led by the Municipal Clerk & coordinate follow up on identified priorities
• Develop business cases for organizational change & prepare staffing actions
• Maintain confidential files such as personnel files,grievances,complaints, job classifications,salaries,etc for all division staff;Verify & submit bi-weekly payroll sheets
• Initiate & manage structural,organizational,equipment,systems,& technological changes to improve the efficiency of the MCO
• Coordinate office renovation,maintenance,communication systems,IT equipment & office security
• Participate in the development of & coordinate & manage the implementation of divisional meetings including the MCO Leadership monthly meeting
• Coordinate division?۪s annual budget/business planning processes
• Assist in the alignment of resources with the business plan,ensuring resources are allocated to priorities
• Ensure structures & reporting relationships are appropriate for service delivery
• Manage SAP reporting on operational expenditures,revenues,monthly financial projections & required journal entries
• Monitor expenditures ensuring adherence to budgetary approvals & authorize purchases within approved guidelines
• Manage and supervise administration of petty cash
• Monitor status of division?۪s business plan goals & objectives,identifying any potential risks to achieving desired outcomes
• Monitor & maintain CAO tracking tools
• Monitor internal & external status reports & make recommendations for services delivery efficiencies &/or prioritizes follow up items for Municipal Clerk

QUALIFICATIONS
Education & Experience

• Bachelor?۪s degree in business,Public Administration or related field
• Minimum of 5 years of related experience in a senior administrative role with demonstrated performance capabilities
• Related experience organizing,supervising & managing administrative & technical projects/functions,with a focus on results,preferably in a municipal or public sector environment
• Negotiation,facilitation & consensus building skills

Technical/Job Specific Knowledge & Abilities:

• Excellent organizational,time management & problem-solving skills with ability to coordinate complex tasks efficiently
• Excellent interpersonal & communication skills to deal effectively with both internal/external customers
• Knowledge of HRM policiesprocedures,business practices,organizational structure considered an asset
• Proficient use of Microsoft Office,including Outlook,Word,Excel, PowerPoint
• Working knowledge of SAP,open text,HRM Policies & Proceedures considered an asset
• Strong sense of ethics & the ability to handle sensitive,confidential or private information with tact/discretion & knowledge of data privacy laws
• Strong customer service orientation.Ability to deal with Councillors,senior management,media & public under stressful situations
• Able to coordinate multiple initiatives & activities in a rapidly changing environment
• High level of sound & independent judgement,reasoning & diplomacy
• Resourceful,flexible,professional,responsive & positive work attitude is critical
• Proficiency with the development & maintenance of documents, presentations,spreadsheets,databases & social media
• Ability to work effectively & independently on a multitude of tasks & as a team in variable situations
• Working experience in file & document management
• Critical thinking,analysis & research skills are essential
• Must be able to keep accurate & well documented records

Security Clearance Requirements:Applicants may be required to complete employment security screening check

Please note???Testing may be conducted as component of selection process to assess technical/job specific knowledge.Candidates who are selected for testing,may be tested in group setting,scheduled at the employer?۪s discretion

COMPETENCIES:Analytical Thinking,Communication,Customer Service,Managing Change,Organization & Planning,Teamwork & Cooperation,Values & Ethics,Valuing Diversity,Decision Making,Organizational Awareness

WORK STATUS:Permanent,Fulltime

Hours of Work:Monday to Friday,8:30 am-4:30 pm,requirement to work overtime may be required

SALARY:NU3$47,630-$65,490

WORK LOCATION:City Hall-1841 Argyle Street,Halifax

CLOSING DATE:Applications will be received up to 11:59pm on Monday,February 5 ,2024 & must include a cover letter & resum̩

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 an interview or testing)& who require accommodation,should discuss their needs with the Recruiter when invited to the assessment process

(position #72283622)