Administrative Assistant Administrative Services

Halton Regional Police Service; Oakville; Hybrid; CAD 52,000 - 56,000; Full time

Job summary

Halton Regional Police Service seeks an Administrative Assistant, Corporate Services, on a temporary full-time 18-month maternity leave contract. You will support the CFO and Executive Director, Corporate Services, and assist Fleet, Facilities and Finance operations, coordinating admin tasks and maintaining records.

This hands-on role involves meeting coordination, file management, vehicle coordination, and providing exceptional customer service in a busy public safety environment.

Qualifications

• Minimum of one year of administrative support experience in a complex environment.
• Valid Ontario driver's license and satisfactory driving record.
• Experience supporting senior leaders with executive-level assistance.
• Proficiency in Microsoft Office Suite with calendar management, scheduling.
• Experience in data processing, report preparation, and electronic filing.
• Strong organizational skills and ability to prioritize urgent matters.
• Excellent customer service and professional, service-oriented approach.

Responsibilities

• Provide administrative support for CFO and Executive Director of Corporate Services, and for Fleet, Facilities and Finance.
• Coordinate meetings, record minutes, and distribute minutes as required.
• Provide customer service by phone, email or in person.
• Maintain and organize Corporate Services files and records; arrange off-site storage.
• Assist in fleet records maintenance; conduct vehicle equipment audits; manage Fleet Pool schedule and fuel cards.
• Shuttle vehicles and coordinate off-site cleaning; provide back-up to Fleet Clerk.
• Maintain security databases, vendor lists, and Unit home page for facilities.
• Coordinate PASS card and key issuance; process work orders.
• Maintain personnel attendance and reconcile petty cash.

Skills

Executive support

Calendar management

Customer service

Organizational skills

Interpersonal skills

Education

High school diploma

Post-secondary in office admin

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

SharePoint

Job description

The Team you are Joining – Who We Are:

The Halton Regional Police Service contributes to the safety and well being of more than 620,000 residents in Halton Region which includes the Towns of Milton, Halton Hills and Oakville, and the City of Burlington. It is our continual pursuit of excellence that keeps Halton at the forefront of policing and as a leader in the public safety arena. Through upstream approaches, partner collaboration, training, community engagement and a strong focus on inclusion and diversity, we have been able to maintain Halton’s status as the safest Canadian municipality with a population of 100,000 or more. This is exemplified through deep collaboration between our growing team of over 1,100 members and our residents, businesses, non-profit organizations, and municipal governments.

About the Role – How you will Contribute to the Service:

Position Title: Administrative Assistant, Corporate Services

Employment Type: Temporary Full-time, 18-month contract (maternity leave coverage)

Join the Halton Regional Police Service and make a meaningful impact in your community while supporting the leaders and teams who help keep it safe. We’re looking for a dynamic, highly organized, and service-oriented Administrative Assistant, Corporate Services to join our Corporate Services Bureau. In this fast-paced and rewarding role, you’ll play an important part in keeping daily operations running smoothly while providing dedicated administrative support to the Chief Financial Officer (CFO) and Executive Director, Corporate Services, as well as the Units within Corporate Services.

You’ll be at the heart of the Bureau’s day-to-day operations—coordinating administrative activities, developing and maintaining records, documents, and reports, and supporting a variety of operational needs. This hands-on role also includes shuttling HRPS vehicles and assisting with the coordination of vehicles for off-site cleaning and other related requirements.

If you thrive in a busy environment, take pride in being organized and responsive, and enjoy a role where no two days are exactly the same, this is an opportunity to bring your skills to work in support of policing and the community.

Here is what up will get to do:

• Provides administrative support for the CFO and Executive Director of Corporate Services and to Fleet, Facilities and Finance. Prepares correspondence, maintains records, and assist in the preparation of reports. Coordinates meetings, records minutes and distributes meeting minutes as, required.
• Provides customer service and directs inquiries accordingly by phone, email or in person. Records accurate information and relays messages in a timely manner.
• Maintains files and records for Corporate Services. Organizes off-site storage of records and
• Assists in the maintenance of fleet records. Conducts vehicle equipment audits, as required. Assists with the maintenance of Fleet Pool schedule and in the issuance and replacement of fuel cards.
• Shuttles vehicles and assists with the coordination of vehicles for off-site cleaning, as required. Provides back-up to Fleet Clerk.
• Maintains and updates files and records, security database, vendor contact list and Unit home page for facilities.
• Coordinates Police Access Security System (PASS) card and key issuance.
• Receives and processes work orders.
• Maintains personnel attendance.
• Maintains and reconciles petty cash.
• Other related duties as assigned.

Qualifications and Experience

• Minimum of one (1) years of experience providing administrative support, preferably within a complex institutional environment.
• Possess a valid Ontario driver's license and maintain a satisfactory driving record
• Demonstrated experience supporting senior leaders, including managing priorities and providing comprehensive executive-level assistance.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, SharePoint), with strong skills in calendar management, scheduling, and resolving conflicts.
• Experience in data processing, report preparation, and maintaining electronic filing systems.
• Strong organizational skills with the ability to identify and prioritize urgent matters, ensuring timely action and informed decision-making.
• Excellent customer service skills and a professional, service-oriented approach.

Education

• High school diploma required.
• Completion of at least one (1) year of post-secondary coursework in office administration, business administration, or a related field preferred.
• Additional post-secondary education considered an asset.

Note: The successful applicant will need to pass a background check to the satisfaction of the Service which will include reference checks with previous employers, verification of educational achievements, and a criminal background screen.

What We Offer:

We offer the opportunity to join a progressive work environment with a leading police service. Our Service is committed to the values of Trust and Respect, Integrity, Accountability, Excellence, Teamwork and Justice. We provide our employees with a competitive salary which includes but is not limited to training and development opportunities, onsite fitness opportunities, access to wellness resources and participation in a defined benefit pension plan – Ontario Municipal Employee Retirement System (O.M.E.R.S.).

Location for this role:

Halton Police Headquarters, 2485 North Service Road West, Oakville ON. This position is based out of our various Halton Police Service Locations. This role requires an in-office presence and you may be eligible for Hybrid work after six months of employment.

The starting compensation for this role is $38.70 per hour, plus 4% vacation pay.

**Various skills assessments may be administered as part of the selection criteria.

Internal applicants will be given first consideration for this position. The Corporation reserves the right to review and evaluate qualified internal candidates before considering external applicants. External candidates may be reviewed only if no suitable internal candidate is identified. We do not use artificial intelligence (AI) tools to screen, assess, rank, or select candidates at any stage of our recruitment or hiring process. All applications and candidate evaluations are reviewed directly by our staffing team.

The Halton Regional Police Service strives to be an accessible and inclusive organization. We are committed to fairness and equity in employment and our recruitment and selection practices. We encourage and welcome applications from all who may contribute to the further diversification of our organization. Should you require an accommodation under the Ontario Human Rights Code (OHRC) and/or the Accessibility for Ontarians with Disabilities Act (AODA) during any stage of the recruitment process, we will work with you to remove any barriers. Please do not hesitate to let us know by contacting us for assistance at [e-mail].

We thank all applicants for their interest in joining our organization. Only those who are selected to advance through the recruitment process will be contacted by our team.