The Office Assistant II is responsible for providing comprehensive administrative support to the PMO Office in the Information & Technology Services Group and ensuring smooth day-to-day administrative operations by liaising and collaborating with other departments, processing payment claims; undertaking forms reviews, reconciliation reports and correspondences; and maintaining accurate, up-to-date records and project files. This position involves being the department point of contact for various inquiries and reports related to the PMO office.
The salary band for this non-union position is band 2 ($50,019 and $62,524 annually).
- 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).
- First line support for departmental SAP accounting and Purchasing Card inquiries. Assist with completion of employee timecard and expense reports as required.
- 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.
- Reports To: Assigned Manager
Minimum Qualifications
Education:
- Grade 12 plus a Business / Secretarial Certificate from a recognized educational institution.
Experience:
- Three years related secretarial experience.
Certificates / Licenses / Registrations:
- Must be willing to undertake and maintain the following safety training
- First Aid
- Global Harmonized System (GHS) – formerly WHMIS
- Additional safety training as identified based on legislative and operational requirements.
- High degree of confidentiality.
- High degree of professionalism.
- Proficiency in typing 50 wpm (speed and accuracy).
- Knowledge of and proficiency in using personal computers with emphasis on word processing, spreadsheet applications in a Windows environment, e-mail and internet.
- Knowledge of general office procedures and file/records management.
- Strong organizational skills with the ability to prioritize the workload.
- Excellent demonstrated written and verbal communication skills.
- Demonstrated ability to work independently and in a team environment.
- Mathematical aptitude and demonstrated ability to deal accurately with figures and detailed records.
- Must have a high degree of ability to deal courteously and competently with customers.
Completed resumes and cover letters, application forms [PDF] - optional, stating Competition #HW26-07E must be received by 4:00 p.m., January 28, 2026. Please forward to:
- Halifax Water
HR Department
P.O. Box 8388, RPO CSC
Halifax, NS
B3K 5M1
Fax
-
902-490-6934
Please note: Only applicants invited for an interview will be contacted.
Conditional Items Required for Employment:
- Satisfactory background check
- Satisfactory pre-employment testing
Halifax Water is an equal opportunity employer.
Halifax Water’s goal is to be a diverse workforce that is representative of the community we serve, at all job levels. Halifax Water believes a diverse workforce positively contributes to its success, and the success of our community. We encourage applications from qualified African Nova Scotians, LGBTQ+ community, racially visible persons, women in non-traditional positions, persons with disabilities and Indigenous persons. Halifax Water encourages applicants to self-identify in the cover letter.