Job Posting

Halifax Regional Municipality is inviting applications for the permanent full-time position of Administrative Assistant II with Human Resources.

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.

Reporting to the Director of Talent Management, the Administrative Assistant II provides high-level administrative support to two divisions within the Human Resources department - Talent Management (Talent Acquisition, Talent Development and Immigration teams) and Employee Wellbeing (Corporate Safety, Health & Wellness and Employee Engagement teams). The Administrative Assistant II is responsible for providing administrative support for immigration, coordinating meetings and events, managing administrative tasks, records management, processing invoices, reconciling journal entries, supporting department logistics, and ensuring efficient communication.

DUTIES AND RESPONSIBILITIES:

• Performs general office duties such as photocopying, reception coverage as needed, arranging courier services, travel arrangements, catering orders, booking meeting rooms, placing service calls for equipment, ordering office equipment and supplies.
• Processes requests for goods/services, registrations and memberships related to professional development, office supplies, ergonomic assessment equipment as required.
• Provides administrative support to the Immigration Specialist including but not limited to: maintenance of employer immigration documentation and eligibility to work in Canada, maintenance of electronic immigration case files, coordinates with business units and temporary foreign workers to gathers the required information for permanent residency applications, follows compliance requirements and audit processes and manages the immigration inbox.
• Performs general office duties such as photocopying, reception coverage as needed, arranging courier services, travel arrangements, catering orders, booking meeting rooms, placing service calls for equipment, ordering office equipment and supplies.
• Processes requests for goods/services, registrations and memberships related to professional development and events, office supplies, IT equipment, ergonomic assessment equipment as required.
• Provides administrative support to the Immigration Specialist including but not limited to: maintenance of employer immigration documentation and eligibility to work in Canada, maintenance of electronic immigration case files, coordinates with business units and temporary foreign workers to gathers the required information for permanent residency applications, follows compliance requirements and audit processes and manages the immigration inbox.
• Responsible for the maintenance of hard copies, electronic documents, and correspondence received by the divisions in accordance with HRM’s corporate records management process.
• Monitors and actions financial administration requirements including processing invoices; outstanding commitments; expense reports, monitoring expenditures; journal entries; credit card charges and assisting with budget-related activities.
• Delivers support for meetings and events including logistical, technical, administrative, and customer-service-related tasks as required.
• Manages and responds to inquiries, including providing timely appropriate responses, and escalation to the appropriate team members; tracks all outstanding emails and inquiries within division to ensure timely responses.
• Ensures all distribution lists are maintained and supports the onboarding of new employees in accordance with the orientation schedule and HRM onboarding and offboarding processes.
• Provides highly confidential administrative support to the Director, Talent Management and Director, Employee Wellbeing.
• May perform other related duties as assigned.

QUALIFICATIONS:
Education and Experience:

• Grade 12 education and a business diploma, HR certificate program or degree from a recognized post-secondary institution in Human Resources or Business Administration.
• Three years of related experience.
• Demonstrated experience communicating and interacting with a diverse audience (i.e., staff, potential staff and the public)
• An equivalent combination of education and experience may be considered.

Technical / Job Specific Knowledge and Abilities:

• Expertise in use of computers and related software (i.e. Microsoft Office Suite, Windows Operating System, and Adobe Acrobat).
• Experience with SAP, HRIS, SharePoint and an applicant tracking system.
• Strong attention to detail with demonstrated ability to accurately edit and proof-read.
• Excellent organizational, time management, and problem-solving skills with the ability to coordinate multiple tasks efficiently.
• Demonstrated ability to exercise sound judgment and discretion in all situations.
• Ability to communicate effectively with the public and employees of HRM.
• Knowledge of finance, procurement and budgeting will be considered an asset.
• Knowledge of services provided within the Halifax Regional Municipality and Municipal Government structure will be considered an asset.

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, Communications, Customer Service, Organizing & Planning, Teamwork & Cooperation, Analytical Thinking

WORK STATUS: Permanent full-time

HOURS OF WORK: Monday - Friday, 8:30am - 4:30pm, 35 hours per week. Flex options to work outside of these hours and hybrid may be available.

SALARY: Non-union level 3 ($51,880 - $67,140). Salary will be determined based on relevant experience and qualifications related to the specified pay band and job. Placement above the midpoint of the pay band is typically reserved for candidates who significantly exceed the minimum qualifications, such as those with exceptional experience, specialized skills, or demonstrated achievements relevant to the role. This ensures fair and consistent compensation practices across the organization.

WORK LOCATION: 8th floor Purdy's Wharf Tower II (1969 Upper Water St, Halifax). Work location can be changed according to operational requirements.

CLOSING DATE: Applications will be received up to 11:59 PM on Tuesday, December 9, 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.

Shortlisted candidates will be required to provide proof of their qualifications, including, but not limited to, educational credentials, professional licenses, and relevant certifications.

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 # 72281392)