Administrative Assistant Training

10974BR

Administrative Assistant Training

Job Posting

Applicants who previously applied, do not need to reapply

Halifax Regional Municipality is inviting applications for a up to 24 months Expression of Interest for the full-time Administrative Assistant Training with Halifax Regional Police.

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 their Staff Sergeant, the Administrative Assistant is accountable for coordinating the activities of their respective Training office. 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 expected that the incumbent has a genuine appreciation for and understanding of protocol, discretion and professionalism, is able to accept and assume responsibility, and has the ability to interpret and make common decisions in accordance with prescribed procedures and practices of Halifax Regional Police. Administrative Assistants may have section specific responsibilities in specialized areas such as operational support, Patrol or other sections as determined by the Chief of Police or his/her designate.

DUTIES AND RESPONSIBILITIES:

• Administrative Support
• Provides administrative support to the Superintendent by managing inquiries, appointments, correspondence (including electronic communication), occasionally required to track attendance and maintaining performance files
• Follows up on status of various projects to ensure their completion prior to deadline and updates Superintendent
• Provides technical and administrative support to constables and office staff
• Performs general office duties including typing, filing, reviewing faxes and mail, transcribing minutes of meetings, answering inquiries, drafting correspondence, ordering and maintaining supplies for the office, preparing Letters of Recognition for police members or citizens.
• Coordinating requests for building and equipment maintenance

SECONDARY DUTIES & RESPONSIBILITIES:

• Develops notices and electronic bulletins to facilitate communicate within the Division
• Handles inquiries and complaints from general public both in person and by telephone regarding the services provided by Halifax Regional Police (handling both general and Division-specific requests)
• Conducts research, compiles data and prepares reports for the Superintendent for concerned citizen groups and their Superintendent.
• Creates invoices for Training Section
• Assists in maintaining training budget
• Entering training data on Spreadsheets or Versonnel
• Administration and maintenance of competition/selection files for course attendees
• Coordinates internal and external client activities for the Superintendent’s office
• Drafts correspondence for the Superintendent
• Maintains the duty roster for the Superintendent for the Support Division (Training, Courts & Records)
• Maintains a MasterCard transactions and reports for the Superintendent and Staff Sergeant
• Responsible for the administration of all internal training courses, including posting expressions of interest, receiving applications for courses, creating list of applicants in seniority order, fielding inquiries from members, booking facilities, confirming registrations, creating course certificates and entering same into in-house computer system, and assisting in creating examinations for internal training courses
• Responsible for coordinating the HRM/HRP tuition reimbursements to members / civilians
• Responsible for maintaining room bookings for the interview room and the classrooms
• Responsible for ongoing re-design and updating of manuals for courses
• Identifies training needs of members for mandatory training
• Responsible for ordering supplies
• Provides administrative support to staff and senior management for special projects, reports, events, or presentations
• Assists with the Police Science Program (recruit training program) and recruiting process as required- including answering inquiries, contacting applicants to schedule interviews, filing, etc.
• Assists with internal Promotional Routines, as required
• Assists with the other departments (ie. Policing Study), as required.

QUALIFICATIONS:
Education and Experience:

• Grade 12
• Business or secretarial certificate or diploma from a recognized educational institution or equivalent combination of education and 3 years' experience in an administrative assistant position.
• Minimum 3 years administrative experience
• Minimum typing speed of 50 wpm.

Technical / Job Specific Knowledge and Abilities:

• Knowledge of transcriptions devices
• Knowledge of Human Resources practices
• Knowledge of the applicable collective agreements
• Excellent knowledge of computer applications such as MS Word, Excel, MS Outlook, SAP and Internet/Intranet programs
• Excellent knowledge of police specific applications such as Versadex, CPIC, Delrina, DMS v2.3.3. (Mugshot) and HRP briefing report
• Comprehensive knowledge of the functions and activities of the Halifax Regional Police and related offices, an asset
• Understanding of the organizational structure of Halifax Regional Police, an asset.