Administrative Coordinator

11460BR

Administrative Coordinator

Job Posting

Halifax Regional Municipality (HRM) is inviting applications for one temporary (up to 12 months), full time Administrative Coordinator position in the Office of the Municipal Clerk (MCO). HRM is committed to reflecting the community it is serves & recognizing Diversity & Inclusion as one of the Municipality’s core values. We have an Employment Equity Policy and we welcome applications from African Nova Scotians & Other Racially Visible Persons, Women in occupations or positions where they are underrepresented in the workforce, Indigenous/Aboriginal People, Persons with Disabilities & 2SLGBTQ+ Persons. Applicants are encouraged to self-identify on their electronic application.

Reporting to the Deputy Clerk, the Administrative Coordinator is responsible for the overall management and administrative functions of the MCO including, but not limited to, information management, research, communication, project management and planning and report preparation. The Administrative Coordinator oversees the development of the MCO’s annual business plan, tracks Key Performance Indicators (KPI’s) for reporting on specific cycles and groups, and provides executive administrative and coordination services to the Municipal Clerk.

DUTIES & RESPONSIBILITIES:

• Compose correspondence for the Municipal Clerk by identifying required information, researching background information, gathering & compiling data from multiple sources.
• Receive & assign all general inquiries, correspondence and electronic communication from both internal/external key partners.
• Prepare background material for meetings, schedule presentations & make any other necessary arrangements including attendance & recording of minutes.
• Brief Municipal Clerk prior to meetings & provide background material.
• Prepare Municipal Clerk’s reports, presentations, memos and minutes & track minutes, council reports & actions items.
• Provide assistance to the Municipal Clerk and Clerk's Leadership Team on assigned projects & highly confidential work.
• Participate in the development of & coordinate & manage the implementation of divisional meetings including the MCO Leadership monthly meeting & coordinate follow up on identified priorities.
• Develop business cases for organizational change & prepare staffing actions.
• Prepare, approve & submit attendance sheets & maintain vacation schedules.
• Maintain confidential files such as personnel files, grievances, complaints, job classifications, salaries, etc for all division staff; verify & submit bi-weekly payroll sheets.
• Initiate & manage structural, organizational, equipment, systems, & technological changes to improve the efficiency of the MCO.
• Coordinate office renovation, maintenance, communication systems, IT equipment & office security.
• Coordinate division’s annual budget/business planning processes.
• Assist in the alignment of resources with the business plan, ensuring resources are allocated to priorities.
• Monitor status of division’s business plan goals & objectives, identifying any potential risks to achieving desired outcomes.
• Ensure structures & reporting relationships are appropriate for service delivery.
• Manage SAP reporting on operational expenditures, revenues, monthly financial projections & required journal entries.
• Monitor expenditures ensuring adherence to budgetary approvals & authorize purchases within approved guidelines.
• Manage and supervise administration of petty cash.
• Monitor & maintain CAO tracking tools.
• Monitor internal & external status reports & make recommendations for services delivery efficiencies &/or prioritizes follow up items for Municipal Clerk.
• As required, manage the Municipal Clerk’s schedule including arranging appointments, daily activities, corporate travel & prioritizing requests with careful consideration to high priority issues. Identify potential conflicts as they arise.

QUALIFICATIONS
Education & Experience

• Bachelor’s degree in Business, Public Administration or related field
• Minimum of 5 years of related experience in a senior administrative role with demonstrated performance capabilities
• Related experience organizing, supervising & managing administrative & technical projects/functions, with a focus on results, preferably in a municipal or public sector environment
• Negotiation, facilitation and consensus building skills

Technical/Job Specific Knowledge & Abilities:

• Excellent organizational, time management and problem-solving skills with ability to coordinate complex tasks efficiently
• Excellent interpersonal and communication skills to deal effectively with both internal/external customers
• Knowledge of HRM policies procedures, business practices, organizational structure considered an asset
• Proficient use of Microsoft Office, including Outlook, Word, Excel, PowerPoint
• Working knowledge of SAP, open text, HRM Policies & Procedures considered an asset
• Strong sense of ethics & the ability to handle sensitive, confidential or private information with tact/discretion & knowledge of data privacy laws
• Strong customer service orientation. Ability to deal with Councillors, senior management, media & public under stressful situations
• Able to coordinate multiple initiatives & activities in a rapidly changing environment
• High level of sound & independent judgement, reasoning & diplomacy
• Resourceful, flexible, professional, responsive & positive work attitude is critical
• Proficiency with the development & maintenance of documents, presentations, spreadsheets, databases & social media
• Ability to work effectively & independently on a multitude of tasks & as a team in variable situations
• Working experience in file & document management
• Critical thinking, analysis & research skills are essential
• Must be able to keep accurate & well documented records

Security Clearance Requirements: Applicants may be required to complete employment security screening check.

Please note–Testing may be conducted as component of selection process to assess technical/job specific knowledge. Candidates who are selected for testing, may be tested in group setting, scheduled at the employer’s discretion.

COMPETENCIES: Analytical Thinking, Communication, Customer Service, Managing Change, Organization & Planning, Teamwork & Cooperation, Values & Ethics, Valuing Diversity, Decision Making, Organizational Awareness.

WORK STATUS: Term (up to 12 months), full-time.

Hours of Work: Monday to Friday, 8:30 am-4:30 pm, requirement to work overtime may be required.

SALARY: NU3 $52,399 - $67,811.

WORK LOCATION: City Hall-1841 Argyle Street, Halifax.

CLOSING DATE: Applications will be received up to 11:59 pm on Sunday July 26, 2026. All applications must include a cover letter & resumé to be considered.

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. For more information on our accommodation process please click on the link: Accommodations | Hiring | Employment | Halifax


(position #72283622)

Administrative Coordinator | Halifax Regional Municipality