Administrative Assistant, Board of Police Commissioners (BoPC) chez Halifax Regional Municipality

Halifax Regional Municipality is inviting applications for the temporary, full-time (up to 12 months) position of Administrative Assistant to the 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.

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.

COMPENTENCIES: Analytical Thinking; Communications; Customer Service; Organizing & Planning; Organizational Awareness; Valuing Diversity 

WORK STATUS: Temporary, Full-time (up to 12 months)

HOURS OF WORK: Monday to Friday, 8:30am-4:30pm, 35 hours per week. Flex options to work outside of these hours and hybrid may be available. 

SALARY: Level 3, Non-Union, $51,880 - $67,140. Salary will be determined based on relevant experience and qualifications related to the specified pay band and job. Placement above the midpoint of the pay band is typically reserved for candidates who significantly exceed the minimum qualifications, such as those with exceptional experience, specialized skills, or demonstrated achievements relevant to the role. This ensures fair and consistent compensation practices across the organization.

WORK LOCATION: City Hall, 1841 Argyle St., Halifax

CLOSING DATE: Applications will be accepted until 11:59 pm on Tuesday, September 30, 2025.

Please note: We thank all applicants for their interest in this position. Only those applicants selected for an 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. For more information on our accommodation process please click on the link: Accommodations | Hiring | Employment | Halifax

(position # 78640606)