Job Posting
Halifax Regional Municipality is inviting applications for the permanent, full-time position of Administrative Assistant, with Halifax Regional Police in our Professional Standards Division.
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, Indigenous/Aboriginal People, Persons with Disabilities and 2SLGBTQ+ Persons. Applicants are encouraged to self-identify on their electronic application.
Reporting to the Executive Officer, the Administrative Assistant is primarily accountable for coordinating the activities of the Professional Standards Section. This position performs a wide variety of administrative support services, ranging from complex to routine, all of which contribute to the efficient and professional operation of the office. It is imperative and expected that the incumbent has a genuine appreciation for and understanding of protocol, discretion and professionalism, is able to accept and assume responsibility, display tact, strong ethics and has the ability to interpret and make common decisions in accordance with prescribed procedures and practices of Halifax Regional Police.
This is an extremely confidential position that deals with a substantial amount of sensitive, personal and departmental information on a regular basis and, therefore, requires sound judgement and discretion.
DUTIES AND RESPONSIBILITIES:
- Administers and manages IA Pro; the records management system utilized by Professional Standards.
- Composes reports and correspondence, performs research activities.
- Prepares correspondence related to requests.
- Prepares the records for disclosure once approved.
- Manage all inquiries, and correspondence (including electronic communications) for Professional Standards using exemplary customer service.
- Intake and processing of all public and internal disciplinary complaints against sworn personnel as per the Nova Scotia Police Act.
- Manage workflow of investigations from receipt to decision within the time frames and formats established under the Police Act.
- Manage and maintains an effective records management system for Professional Standards investigations – electronic and hardcopy.
- Purge concluded investigation files after the legislated period of time has passed.
- Prepare and forward confidential documents, as needed, for Professional Standards investigations.
- Manage and maintain the Professional Standards call log to ensure up-to-date review for the Disciplinary Authority and statistical purposes.
- Coordinates and prepares material related to FOIPOP requests.
- Create monthly statistical reports for management and the Police Board of Commissioners.
- Liaise with Defence Counsel on Police Act matters for means of providing appropriate disclosure and scheduling of disciplinary hearings.
- Maintain database of Review Board and internal disciplinary decisions for the use of the Disciplinary Authority.
- Capture and compile internal video recordings required for Police Act investigations.
- Compile Police Act disclosure for the Disciplinary Authority, defense counsel for the member, as well as the Serious Incident Response Team (SiRT), the Office of the Police Complaint Commissioner’s investigators, HRP Court Section, and HRM Legal as necessary.
- Prepares monthly and yearly statistical reports, including a Professional Standards Annual Report.
- Transcribe confidential verbatim interviews for Professional Standards investigations as required.
- Preparation of Police Act documents for the Executive Officer.
- Handles inquiries from Business Units, general public and other Agencies.
- Provide GPS data reports as requested.
- Liaise with the Public Complaints Commission, SiRT staff, and elected officials (members of city council, interdepartmental or government agencies).
- Liaise with the Chief and Deputy Chief on Professional Standards matters as necessary.
- Performs general office duties including typing, filing, reviewing and addressing faxes and mail, transcribing minutes of section meetings, answering inquiries, drafting correspondence.
QUALIFICATIONS
Education & Experience:
- Business or secretarial certificate from a recognized educational institution or equivalent combination of education and 3 years’ experience in an administrative assistant position
- Minimum 3 years clerical experience, dealing with personal and confidential information
- Minimum typing speed of 50 wpm
- Two years recent experience (within the last 5 years) in a Customer Service role dealing directly with members of the public in a frontline service capacity
- Comprehensive knowledge of Halifax Regional Police Standard Operating Policies and Procedures, an asset
- Comprehensive knowledge of the Nova Scotia Police Act, an asset
- Knowledge of the HRPA collective agreement and Privacy Act legislation, an asset
- Understanding of the organizational structure of Halifax Regional Police, an asset
Technical/ Job Specific Knowledge and Abilities:
- Experience in working with strict deadlines and guidelines in a complex and changing high-pressure work environment.
- Strong communication and interpersonal skills.
- Must be able to keep accurate and well-documented records.
- Meticulous with a focused attention to detail.
- Must be able to deal effectively with the public.
- High regard for confidentiality.
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: Analytical Thinking, Communications, Conflict Management, Customer Service, Organization and Planning, Teamwork and Cooperation, Valuing Diversity.
WORK STATUS: Permanent, full-time.
HOURS OF WORK: Monday to Friday, 8:30 a.m. – 4:30 p.m. for 35 hours per week, in an office environment. No on-call work is a required for this position but from time to time, incumbents may have to work overtime.
SALARY: Non-Union Level 2, $48,238 - $62,428.
WORK LOCATION: 1975 Gottingen Street, Halifax NS.
CLOSING DATE: Applications will be accepted until
11:59 pm on Sunday, September 13, 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 #78604052)
