Job Posting

Halifax Regional Municipality (HRM) is inviting applications for the permanent, full-time position of Administrative Assistant in the Office of the Chief of Police, Halifax Regional Police (HRP).

Halifax Regional Municipality (HRM) is committed to reflecting the community it serves and recognizing Diversity and Inclusion as one of the Municipality's core values. We have an Employment Equity Policy and we welcome applications from 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 supervision of the Deputy Chief(s) of Police, the Administrative Assistant is responsible to provide administrative and clerical support to the Deputy Chief of the Halifax Regional Police, while at all times respecting the confidential nature of the position.

DUTIES AND RESPONSIBILITIES:

• Provide a high level of administrative and confidential support to the Deputy Chief’s of Support and Support Operations.

• Prepare correspondence, memos, emails, reports, briefing notes, and presentations and maintain confidential files such as operational, administrative and labour relations.

• Respond to and direct customer inquiries in a professional, customer focused manner

• Organize and coordinate office workflow, establish and manage consistent administrative office policies/procedures, and manage the office records management system.

• Manage both Deputy Chief’s schedules by arranging appointments/daily activities, and prioritizing requests.

• Act as primary contact in the Deputy Chief’s Office, respond to and/or direct calls, inquiries, and complaints to the appropriate Division for response and monitors to conclusion.

• Perform general office duties such as processing mileage claims, invoices, cheque requests, visa statements, data change forms, conference/out-of- town requests, and ordering supplies.

• Actively liaise with the Clerk’s office and the CAO’s office on upcoming Regional Council and Committee agenda items.

• Schedule management team meetings, assist in the preparation of agenda, background material, records and accurately transcribe meeting notes including follow-up items for management team.

• Other duties in support of the Deputy Chief’s Office and Management Team.

• Responsible for purchase and maintenance of office supplies and equipment.

• Coordinates staff in the completion of special projects assigned by the Deputy Chief(s)

• Respond to and appropriately refer calls and inquiries from external and internal clients (council, media, interdepartmental or government agencies, and the general public)

• Ensure alternate representation for the Deputy Chief when they are unavailable for meetings. Review minutes from meetings for action items and forwards information to appropriate staff for required action.

• Research and gather background data to assist the Deputy Chief(s) with the preparation of reports and special projects. Coordinate submissions to the Recognition Board

• Prepares and submits expense reports

• Ensures that Public Relations is informed for these recognitions

• Attends monthly Management Employee Relations (MER) meetings and distributes MER meeting minutes.

• Follows up on action requests generated at MER meetings and prepares a status sheet

• Oversee transfer and disposal of municipal records

• Maintain databases (off-duty employment, vacation lists, follow-ups, etc)

• Provide direction to support staff in Divisional Offices when necessary

• Provide administrative support to the Chief of Police and Superintendents if required

QUALIFICATIONS:
Education & Experience:

• Grade 12 and related post-secondary education from a recognized educational institution.

• Minimum five (5) years’ experience at an Executive Assistant level

• Advanced proficiency with office software in the areas of word processing, spread sheet, presentation, and email/calendar programs. (MS Office, Word, SAP, Employee Central, Outlook)

Technical / Job Specific Knowledge and Abilities:

• Knowledge of Halifax Regional Police, its structure and operational policies/guidelines

• Knowledge of the Municipality’s corporate structure, its business units and functions, procedures, and the inter-dependencies/relationships between Halifax Regional Police and the other business units in HRM

• 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.

• Excellent written and verbal communication skills - Ability to prioritize work and duties

• Ability to work within sensitive and stressful situations

Security Clearance Requirements: Before an offer is made the top candidate will be required to complete the background & security clearance process. You will be given a security & background booklet to complete and return to Human Resources. The results of the Background & Security screening are confidential and only a pass or fail result is released to Human Resources. You will be thoroughly investigated to determine your suitability to meet security clearance requirements. Your references and previous employers may be contacted, and family and friends may be contacted and/or visited during this stage.

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: Analytical Thinking, Communication, Customer Service, Organization and Planning, Organizational Awareness, Teamwork & Cooperation, Valuing Diversity

WORK STATUS: Permanent, full-time

HOURS OF WORK: Core hours are 8:30 a.m. to 4:30 p.m., Monday to Friday, 35 hours per week.

SALARY: Non-union Level NU 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: 1975 Gottingen Street, Halifax. Work location can be changed according to operational requirements.

CLOSING DATE: Applications will be received up to 11:59 pm Sunday, October 26, 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 # 72281393)