Administrative Assistant, Board of Police Commissioners (BoPC)

Halifax Regional Municipality; Halifax; On-site; CAD 30,000 - 60,000; Full time

Job summary

A regional municipality is seeking a full-time Administrative Assistant for the Board of Police Commissioners. This role involves providing essential clerical support, managing communications, and aiding in community engagement. The ideal candidate will have strong organizational and customer service skills, along with experience in an administrative capacity. Proficiency in MS Office is required, along with a commitment to confidentiality. This temporary position will last up to 12 months.

Qualifications

• 3-5 years of experience in a senior administrative position providing high level support.
• Experience in a customer service environment.
• Experience in communications and community engagement.

Responsibilities

• Provide clerical and administrative support to BoPC.
• Establish and maintain consistent administrative procedures.
• Administer the BoPC SharePoint site and web presence.

Skills

Organizational skills

Customer service focus

Communication skills

Education

Grade 12 (or equivalent) and office administration program

Tools

MS Office (Word, Excel, PowerPoint)

SAP

Job description

10408BR

Administrative Assistant, Board of Police Commissioners (BoPC)

Job Posting

Halifax Regional Municipality is inviting applications for the temporary, full-time (up to 12 months) position of Administrative Assistant tothe Board of Police Commissioners with the Chief Administrative Office.

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, 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.

Reporting to the Coordinator of the Office of the Commissioner of Public Safety, the Administrative Assistant, Board of Police Commissioners (BoPC) provides clerical, administrative and communications support to the Halifax Board of Police Commissioners. BoPC AA is a high-volume output area; therefore, they must be able to prioritize their workload to meet the demands and handle multiple priorities while maintaining a high level of quality customer service. It includes developing and implementing systems for effective communication, follow-up, and management of information and actions, as well as liaising among staff within and outside the Board of Police Commissioners.

This includes working closely with the Commissioner of Public Safety, Coordinator, and Policing Policy Strategist to develop and manage the operational plans for the BoPC. The position requires a high degree of initiative, strong customer service focus, and robust organizational skills, to deal effectively with a demanding office environment. Confidentiality of information is required, as this position will have access to budget, in camera and personnel information.

DUTIES AND RESPONSIBILITIES

• Provide clerical and administrative support to BoPC – managing inquiries, appointments, correspondence (in partnership with Clerks Office), and electronic communication, as well as ensuring proper follow-up on action items
• Research, prepare or assist with the preparation of letters, presentations, reports, special projects and confidential work using various software
• Establish and maintain consistent administrative procedures in terms of correspondence, electronic filing systems, travel arrangements and BoPC reports
• Work towards streamlining manual and paper processes through the more effective use of software and technology
• Assist in the orientation of new Board Commissioners
• Assist in the monitoring of the annual work plan and ensure all deadlines are met
• Respond to and direct public inquiries in a professional, customer-focused manner
• Support the Policing Policy Strategist in working with Corporate Communications for the planning, execution and coordination of communications plans and activities in support of the BoPC
• Draft content associated with deliverables in communications plans, including webpage content
• Administer the BoPC SharePoint site
• Administer the BoPC’sweb presence, except meeting-specific agenda webpages, which are the responsibility of the Municipal Clerk’s Office
• Support the Policing Policy Strategist in the planning, execution and coordination of community engagement efforts and key partner outreach in alignment with the municipality’s Community Engagement Strategy, except for the management of the registration of speakers for the BoPC’s annual review of the police budget, which is the responsibility of the Municipal Clerk’s Office
• Assist in the updating and maintenance of the BoPC’s Policy Manual, including posting to BoPC website
• Administer the BoPC’s memberships in the Canadian Association of Police Governance (CAPG) and the Nova Scotia Association of Police Governance (NSAPG), including annual membership renewal, registration of BoPC members for webinars, conferences and annual general meetings, and payment of all expenses related to a BoPC commissioners’ attendance at webinars, conferences and annual general meetings, including travel expenses
• Administer the BoPC’s budget and finances, including honorarium payments to the BoPC’s non-Councillor commissioners
• Facilitate media inquiries and requests for media interviews with the Chair of the Board of Police Commissioners
• Coordinate the promotion of community engagement events, outreach or related opportunities
• May perform other related duties as assigned

QUALIFICATIONS

Education & Experience :

• Grade 12 (or equivalent) and successful completion of an office administration program, or a related program
• Minimum 3-5 years related experience in a senior administrative position providing high level administrative support
• Previous experience in a customer service environment
• Previous experience in communications and community engagement

Technical / Job Specific Knowledge and Abilities :

• Proficiency with computer applications for correspondence, reports, budgeting, and presentations such as MS Office (Word, Excel, PowerPoint) and Report Centre
• Comfortable with learning and using technology, such as SAP
• Thorough knowledge of current, effective office procedures
• Ability to interpret and apply policy requirements
• Ability to maintain current knowledge of HRM’s organizational structure

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.

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