Administrative Assistant

Halifax Regional Municipality; Halifax; On-site; CAD 45,000 - 58,000; Full time

Job summary

Halifax Regional Municipality is seeking a dedicated Administrative Assistant in Support Division for the Halifax Regional Police. You will provide confidential admin support to the Divisional Officer(s), manage inquiries, schedule meetings, and maintain performance files.

Requirements include Grade 12, a secretarial certificate, and at least three years of relevant experience. Proficiency in Microsoft Office, SAP, Versadex, CPIC and DMS is essential for success.

Qualifications

• Grade 12 or equivalent with secretarial training.
• Minimum three years of relevant Administrative Assistant experience.
• Proficiency in MS Office and police software applications.

Responsibilities

• Provides administrative support to the Superintendent and tracks attendance.
• Manages inquiries, appointments, correspondence and minutes.
• Prepares reports, letters and notices for police divisions.
• Schedules, travel requests and expense processing for approvals.
• Handles office supplies and equipment upkeep.

Skills

Typing 50 wpm

Microsoft Office

Communication

Education

Grade 12

Business or secretarial certificate

Tools

SAP

Versadex

CPIC

DMS v2.3.3

Job description

Job Posting

Halifax Regional Municipality is inviting applications for the one (1) permanent, full-time position of Administrative Assistant in Support Division, Halifax Regional Police.

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 Scotian and Other Racially Visible Persons, Women in occupations or positions where they are underrepresented in the workforce, Indigenous/Aboriginal People, Persons with Disabilities and 2SLGBTQ+ Persons. Applicants are encouraged to self-identify on their electronic application.

DUTIES AND RESPONSIBILITIES:

• Provides administrative support to the Superintendent by managing inquiries, appointments, correspondence (including electronic communication), tracking attendance and maintaining performance files for their Divisional Officer(s)
• Follows up on status of various projects to ensure their completion prior to deadline and updates their Divisional Officer(s)
• Provides technical and administrative support to their Divisional Officer(s)
• Performs general office duties including typing, filing, reviewing faxes and mail, transcribing minutes of meetings, answering inquiries, drafting correspondence, ordering and maintaining supplies for the office, preparing Letters of Recognition for police members or citizens, coordinating requests for building and equipment maintenance
• Responsible for cash on site, bank deposits, and keeping records for audit purposes
• Develops notices and electronic bulletins to facilitate communication within their respective Divisional Office(s)
• Conducting research, compiling data and prepare reports for the Divisional Officer(s) for concerned citizen groups and senior management personnel
• Meeting minute taking
• Training tracking, travel request processing for approval, travel claim processing for approval
• Facilitating quotations and equipment ordering for specialty equipment

QUALIFICATIONS

Education & Experience:

• Grade 12
• Business or secretarial certificate from a recognized institution
• Minimum three (3) years relevant Administrative Assistant experience

Technical/ Job Specific Knowledge and Abilities:

• Comprehensive knowledge of the functions and activities of the Halifax Regional Police and related offices.
• Knowledge of transcriptions devices.
• Understanding of the organizational structure of the Halifax Regional Police
• Excellent knowledge of computer applications such as Microsoft Office Word and Excel, SAP and Internet/Intranet programs.
• Excellent knowledge of police specific applications such as Versadex and CPIC, Delrina, DMS v2.3.3 (Mugshot), and HRP Briefing Report;
• Minimum typing speed of 50 wpm.

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:

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:

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:

Non-Union (NU) 1, $44,672 - $57,802

WORK LOCATION:

1975 Gottingen St, Halifax, NS B3J 2H1.

CLOSING DATE:

Applications will be accepted until 11:59pm, on October 27, 2026.

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.

(Position #7863972)