Job Description

Primary Function

The Office Assistant II is responsible for providing comprehensive administrative support to the Capital Project Delivery and Strategic Projects departments and ensuring smooth day-to-day administrative operations by liaising and collaborating with other departments, processing payment claims and change orders for contractors and consultants; undertaking utility 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, and providing data entry and support for HW applications associated with project delivery. 

Duties & 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).
• 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.

Reporting Relationships

• Reports To: Assigned Manager

Minimum Qualifications

Education and Experience

Education:

• Grade 12 plus a Business / Secretarial Certificate from a recognized educational institution.

Experience:

• Three years related secretarial experience.

Other Requirements

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.

Knowledge, Skills and Abilities

• 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.

How to Apply

Completed resumes and cover letters, application forms [PDF] - optional, stating Competition #HW25-144E must be received by 4:30 p.m., September 15, 2025. Please forward to:

Mail

• Halifax Water
  HR Department
  P.O. Box 8388, RPO CSC
  Halifax, NS
  B3K 5M1

Fax

• 902-490-6934

Email

• jobs@halifaxwater.ca

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.

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