Halifax Regional Municipality is inviting applications for the permanent, full-time position of Administrative Assistant in Divisional Office, Halifax Regional Police. We encourage applications from qualified African Nova Scotians, racially visible persons, women in non-traditional positions, persons with disabilities, Aboriginal persons, and persons of the LGBTQ+ community. HRM encourages applicants to self-identify on their electronic application.

Under the direction of the Divisional Officer, the Administrative Assistant?۪s provide administrative support and customer service for their assigned divisions, and prepares reports, while at all times respecting the confidential nature of the position. The Administrative Assistant?۪s are assigned to one of the Divisional Offices within Patrol or Support, however, are responsible for all duties and responsibilities of the position and may be asked to perform the duties at another Divisional office as required.

DUTIES & RESPONSIBILITIES:

• Provides administrative support by managing inquiries, appointments, correspondence (including electronic communication), print certificates and reports, track attendance and maintain employee files
• Follows up on status of projects to track progress and completion
• Updates vacation, training and on-call rosters for staff
• Monitor Director?۪s calendar and manage email request, as required
• Orders and distributes office and meeting supplies
• Provides technical and administrative support to office staff
• Performs general office duties including typing, filing, reviewing faxes and mail, answering inquiries, drafting correspondence, arrange virtual and in-person meetings, coordinating requests for equipment maintenance
• Attends and maintains minutes for Senior Leadership Team meetings, and other business unit meetings, as required.
• Maintains and uploads electronic files and documents on shared drives, intranet and uploads on website, as required
• Monitor general email inboxes associated with the division and liaise with subject matter experts to prepare responses, as required
• Administrative support for marketing efforts and events related to HRP recruitment campaigns
• Administrative support for procurement, subscriptions and monthly expense processes

Secondary duties:

• Act as back up for HRP Contact general inquiries email inbox lead
• Act as back up for Management Employee Relations (MER) meetings support, as required
• Act as back up to other administrative assistants, as assigned
• Assists in compiling information for other police agencies?۪ information requests, as assigned
• Other duties as required.

May perform other related duties as assigned.

QUALIFICATIONS:
Education & Experience

• Grade 12
• Business or Secretarial Certificate, or equivalent combination of education and related experience
• Experience in a police environment, an asset.

Technical/Job Specific Knowledge and Abilities:

• Strong working knowledge of computer applications such as Microsoft Word, Excel and Power point
• Excellent writing and typing skills
• General understanding of Municipal Governments
• Knowledge of SAP is an asset
• Familiar with the organizational structure of the Halifax Regional Police
• Excellent organizational skills
• Excellent communication and interpersonal skills

SECURITY CLEARANCE REQUIREMENTS:
Candidates being considered for the position Administrative Assistant ??? Divisional Office must successfully meet the security clearance requirements administered by Halifax Regional Police.

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.

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.

COMPETENCIES-Valuing Diversity, Communications, Customer Service, Organizing & Planning, Teamwork & Cooperation

WORK STATUS: One (1) permanent, full-time position.

HOURS OF WORK: Monday to Friday, 8:30am to 4:30pm, 35 hours per week

SALARY: NU1- $40,000- 51,005

WORK LOCATION: 1975 Gottingen St, Halifax, NS B3J 2H1

CLOSING DATE: Applications will be received up to 11:59pm, on Tuesday February 13, 2024.

Please note: We thank all applicants for their interest in this position. Only those applicants selected for interview/testing will be contacted.

During the recruitment process, applicants have the right to request an accommodation. Applicants invited to participate in an assessment process (such as an interview or testing) & who require accommodation, should discuss their needs with the Recruiter when invited to the assessment process.

(Position #78639725)