JOB POSTING

Halifax Regional Municipality is inviting applications for the permanent, full-time position of Administrative Assistant in Community Safety.
Preference will be given to candidates who self-identify as African Nova Scotians and Other Racially Visible Persons, 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 Executive Director, the Administrative Assistant is responsible for the independent delivery of a high-quality, senior administrative function to the business unit Executive Director and for the overall administrative/office management functions of the Executive Director’s office.
The position requires a team player with a high degree of initiative, confidentiality and diplomacy, customer service focus, good communication skills, excellent organizational and problem-solving skills, and the ability to meet tight deadlines. This position coordinates the efficient production of staff reports to ensure of timely delivery to City Hall for presentation to Regional Council, Community Council, Standing Committees of Council and Advisory Committees. The Administrative Assistant oversees and enhances the report production business process, works with other business units to ensure timely review of reports authored by Community Safety, oversees report delivery timelines, and represents the business unit on the Report Governance Committee as a superuser and business unit resource for staff.

QUALIFICATIONS

Education and Experience:

• Grade 12 (or equivalent) and related post-secondary education from a recognized educational institution.
• Must have minimum three to five years’ experience in a senior administrative position.

Technical / Job Specific Knowledge and Abilities:

• Knowledge of municipal government and its services, including the governance structure for Council and Committees considered an asset.
• Knowledge of the Municipality’s corporate structure, its business units and functions, procedures, and the inter-dependencies/relationships between Corporate & Customer Services and the other business units in HRM considered an asset.
• Familiarity with the Council report process considered an asset.
• Proficiency in the use of computer applications (Microsoft Office Suite).
• Thorough knowledge of current administrative/office management practices and procedures, including the establishment and maintenance of filing systems, information management systems, and human resource systems.
• Excellent organizational skills with proven abilities to prioritize competing demands and timelines to accomplish tasks.
• Above average attention to detail and a high level of accuracy.
• Effective written communication and interpersonal skills.

An equivalent combination of education and experience may be considered. Applicants relying on education and experience equivalencies must clearly demonstrate such equivalencies in their application.
Security Clearance Requirements: Applicants may be required to complete an employment security screening check.
Please note – Testing may be conducted as a component of the selection process to assess technical and job specific knowledge. Candidates, who are selected for testing, may be tested in a group setting, scheduled at the employer’s discretion.
COMPETENCIES: Valuing Diversity, Analytical Thinking, Communication, Customer Service, Organization & Planning, Organizational Awareness
WORK STATUS: Permanent, full-time
HOURS OF WORK: Monday to Friday, 8:30am-4:30pm for 35 hours per week. Flex options to work outside of these hours and hybrid may be available.
SALARY: NU04 on the non-union salary scale; $56,770 - $66,792. Salary to be commensurate with experience.
WORK LOCATION: 40 Alderney Drive, Dartmouth
CLOSING DATE: Applications will be received up to 11:59 pm on Wednesday, July 2nd, 2025.
Please note: We thank all applicants for their interest in this position. Only those applicants selected for interview/testing will be contacted.
To ensure a fair and equitable hiring process, candidates are expected to complete all parts of the recruitment process, including assessments, assignments, and interviews independently and without the use of artificial intelligence (AI) tools or other forms of external assistance. The use of AI to complete any component of the hiring process is not permitted and may result in disqualification from consideration.
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 Talent Acquisition Advisor when invited to the assessment process. For more information on our accommodation process please click on the link: Accommodations | Hiring | Employment | Halifax
(position #78639691)

• Provides a high level of administrative and confidential support to the Executive Director, staff of the Executive Director’s Office and Community Safety Management team.
• Prepares correspondence, memos, emails, reports, briefing notes, and presentations and maintains confidential files such as personnel files and grievances.
• Organizes and coordinates office workflow, establishes and manages consistent administrative office policies/procedures, and manages the office records management system.
• Manages the Executive Director’s schedule by arranging appointments/daily activities and prioritizing requests.
• Act as a primary contact in the Executive Director Office, responds to and/or directs calls, inquiries and complaints to the appropriate Division for response and monitors to conclusion.
• Oversees the completion and submission of attendance and payroll for the management team.
• Performs general office duties such as processing mileage claims, invoices, cheque requests, visa statements, data change forms, staffing action forms, organizational change requests, conference/out of town requests, signing authorities, and ordering supplies.
• Actively liaises with the Clerk’s office and the CAO’s office on upcoming Regional Council and Committee agenda items.
• Monitor the progress of all reports in Report Center, ensure quality is maintained, follows-up on changes/additional information requested by the Executive Director and deadlines are met.
• Schedules management team meetings assists in the preparation of agenda, background material, records and accurately transcribes meeting notes including follow-up items for management team.
• Responsible for maintenance of business unit Intranet webpage content, including Organizational Chart updates.
• Acts as a liaison to support inter-business unit cooperation, facilitating and building effective working relationships to promote cross-functional teams and collaboration.
• Other duties in support of the Executive Director’s Office and Management Team.