Talent Acquisition Assistant

UNKNOWN; Halifax; Hybrid; CAD 47,000 - 61,000; Full time

Job summary

Halifax Regional Municipality is seeking a Talent Acquisition Assistant in the Talent Management division to support full-cycle recruitment. You will handle candidate inquiries, manage documentation, and coordinate onboarding with HR teams.

The role is temporary full-time (up to 12 months) with a 35-hour work week at Purdy’s Wharf in Halifax, offering a flexwork arrangement. Salary ranges from $47,290 to $61,200 annually, commensurate with education and experience.

Qualifications

• Two-year diploma in business or HR related field.
• Strong customer service experience in fast-paced environments.
• Experience with confidential records and HR processes.

Responsibilities

• Serve as first contact for candidates; respond via phone/email.
• Audit electronic competition files and ensure checklists are complete.
• Assist with new hire documentation and onboarding processes.
• Update candidate info in ATS and screening reports.
• Support internal transfers/promotions and offer letters.
• Identify process improvements and share with TA team.

Skills

Customer service

Communication

Organization

Teamwork

Problem solving

Record keeping

Education

Two year Diploma in Business Administration, Administration, Human Resources

Tools

MS Office

SAP

SuccessFactors

Job description

Job Posting

Halifax Regional Municipality is inviting applications for the temporary, full-time position (up to 12 months) of Talent Acquisition Assistant in the Talent Management division of Human Resources.
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 Manager of Talent Acquisition, the Talent Acquisition Assistant acts as the first point of contact for all Halifax Regional Municipality (HRM) internal and external candidates being hired into positions through supporting the collection and completion of all new hire documentation. Working closely with the Talent Acquisition team, they will be responsible for administrative support of the full-cycle recruitment process.
The Talent Acquisition Assistant is required to maintain confidentiality, while working collaboratively with colleagues in other HR teams to ensure the timely, accurate and effective support in the delivery of full cycle recruitment.
Should this temporary position be extended, the successful candidate may be offered the extension without a further job competition process, provided the incumbent has met the required performance expectations for the position.

DUTIES AND RESPONSIBILITIES

• Applies broad knowledge of the hiring process to effectively respond to requests via phone, email, or in person. Monitors the [e-mail] inbox and escalates inquiries to Talent Acquisition Advisors or the appropriate subject matter experts (SME) as required.
• Audits electronic competition files and completes the required follow up to ensure file check list has been completed.
• Serves as the first point of contact for all new hires to ensure a positive candidate experience.
• Reviews internal candidate applications for unionized positions awarded by seniority and verifies seniority hours with HR Analyst.
• Updates and verifies candidate information in the applicant tracking system and DIT screening reports and provides to Talent Acquisition Advisors prior to screening resumes.
• Issues and processes internal transfers/promotions and external new hire offer letters. Collects and verifies pre-employment forms and documentation and sends to the appropriate departments.
• Identifies process deficiencies and makes recommendations for process change to Talent Acquisition Specialist.
• Gathers employee information and documents related to immigration status and requirements as required.
• Other special projects and duties as assigned.

Education and Experience

• Two (2) year Diploma in Business Administration, Administration, Human Resources or an equivalent combination of education, training, and experience.
• Two (2) years of customer service experience in a fast-paced environment.
• Minimum of two (2) years related administrative experience; preferably in Human Resources will be considered an asset.
• Demonstrated experience in accurate record keeping.

Technical / Job Specific Knowledge and Abilities

• Strong customer service, problem solving and decision-making skills.
• Strong verbal and written communication with a wide variety of audiences.
• Strong organizational skills through planning, scheduling, prioritizing, executing daily tasks and record keeping.
• Highly organized with ability to prioritize duties during periods of high volume and meet deadlines in a fast-paced environment.
• Ability to manage multiple tasks simultaneously, while maintaining high level of accuracy and attention to detail.
• Ability to work closely with a team, as well as independently.
• Proficiency in MS Office (Word, Access, Excel, PowerPoint). Experience with SuccessFactors & SAP will be considered an asset.
• Working knowledge of the public sector (ideally, municipal government).
• Knowledge of Municipal operations is an asset.
• Demonstrated experience in understanding and applying policies and legislation.
• Ability to handle confidential and sensitive information.

Security Clearance Requirements: Applicants may be required to complete an employment security screening check.
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: Communication, Customer Service, Organizational Awareness, Teamwork and Cooperation, Values and Ethics, and Valuing Diversity.
WORK STATUS: Temporary, full-time.
HOURS OF WORK: Monday to Friday, 8:30am-4:30pm; 35 hours per week.
SALARY: Non-Union Level 2, $47,290 - $61,200. Salary to be commensurate with education and experience.
WORK LOCATION: Purdy’s Wharf Tower 2, 1969 Upper Water Street, Halifax, NS and option to participate in a flexwork arrangement.
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.
Shortlisted candidates will be required to provide proof of their qualifications, including, but not limited to, educational credentials, professional licenses, and relevant certifications.
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.