Volunteer Program Administrative Assistant

Job Responsibility:

Job Posting

Halifax Regional Municipality is inviting applications for the permanent position of Volunteer Program Administrative Assistant in Halifax Regional Fire & Emergency (HRFE). 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. Under the supervison of the Manager, Administrative Services, this position is responsible for the independent delivery of a wide range of critical administrative functions to support HRFE's Volunteer Firefighter Program. Daily work assignments regarding the program are under the management of the Manager, Volunteer Sector. These functions include administration of full-cycle recruitment, creation and maintenance of volunteer records, coordination and oversight of the volunteer recognition program, related payments and awards, organization and planning of meetings, events and formal ceremonies, as well as supporting the promotion of HRFE volunteer recruitment and related outreach activities. DUTIES AND RESPONSIBILITIES: Volunteer Recruitment and Related Personnel Processes:

• Administers the volunteer recruitment and selection process. Includes advertising various opportunities; managing and tracking those opportunities in the applicant tracking system; reviewing, screening and processing volunteer firefighter applications; and organizing physical abilities testing activities and interviews in consultation with the Manager, Volunteer Sector. Responsible for the compilation of all volunteer recruitment files, including verification of criminal record checks and completion of reference checks, ensuring all information is accurate and adheres to HRM's retention schedule.
• Assists in the review of current volunteer recruitment processes, and the development and implementation of relevant tools and processes to facilitate increased efficiency in volunteer firefighter recruitment, onboarding, and retention.
• Conducts volunteer meetings and recruitment information sessions throughout HRM with the Manager, Volunteer Sector, and the outreach committee where applicable.
• Ensures recruiting and related activities support and promote applicable workplace diversity and inclusion objectives and comply with legislation and HRM policies.
• Drafts offers for volunteer positions and prepares and tracks related onboarding documents.
• Assists with the recruitment process through outreach, communication, and public information, including, but not limited to social media, traditional media, advertisements, signage, and event planning. This position supervises, coordinates, and independently leads events.

Volunteer Recognition Program:

• Under tight timelines, works with key stakeholders to conduct quality assurance reviews of quarterly and annual honorarium reports to ensure data is accurate and complete.
• Reviews attendance data and requests additional reports as needed in collaboration with the data analyst. Produces reports for the Manager, Volunteer Sector.
• Supports and monitors the volunteer firefighter on call program by collecting data from Station Captains and providing reports to the Manager, Volunteer Sector.

Administration:

• Provides clerical and administrative support to the Manager, Volunteer Sector by reviewing, responding to, and directing inquiries.
• Prepares letters, correspondence, forms and other documents; maintains an organized file system including copies of documents; maintains and retrieves archived records.
• Updates relevant databases and generates reports as required. Includes personnel records, keystone information, honorariums, and payroll.
• Provides assistance with research, best practices, preparation and drafting of reports, and special projects.
• Identifies and implements effective administrative procedures and process improvements to support the efficient operation of the volunteer sector.
• Schedules meetings; arranges facilities, equipment and other logistics requirements.
• Builds strong, effective and collaborative relationships with key internal and external stakeholders and departments.
• Required to provide back-up for other administrative staff during approved leaves, etc. and provide limited administrative support to the Office of the Fire Chief.
• Assists the Manager, Volunteer Sector with other projects, events, and duties as required.

QUALIFICATIONS: Education & Experience:

• Completion of a two-year diploma program or undergraduate degree in a related discipline from a recognized educational institution.
• Minimum two years' related experience in an administrative or similar role.
• An equivalent combination of education and experience may be considered.
• Demonstrated experience administering and managing full life-cycle recruitment is considered an asset. This includes using innovative job postings, social media, enhanced sourcing techniques, and by taking a consultative approach with partners.
• Demonstrated experience providing excellent client service.
• Experience having worked in the fire service is considered an asset.
• Class 5 driver's license is required.

Technical / Job Specific Knowledge and Abilities:

• Proficient in the use of computer related software (Including MS Word, Excel, PowerPoint, and Outlook) as well as applicant tracking systems.
• General understanding of database concepts.
• Knowledge of HRFE's Records Management System (I.e. FDM) considered an asset.
• Knowledge of HRFE's organizational structure, operations, and culture considered an asset.
• Ability to maintain a high degree of professionalism and confidentiality.

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: Valuing Diversity, Analytical Thinking, Communication, Customer Service, Organizational Awareness, Organization & Planning, Networking & Relationship Building, Teamwork & Cooperation, Values & Ethics WORK STATUS: Permanent, full-time HOURS OF WORK: Monday - Friday, 35 hours/week Flex options to work outside of these hours and hybrid may be available. SALARY: NU03; $51,360 - $66,470. WORK LOCATION: 40 Alderney Dr, Dartmouth, NS - 3rd Floor Work location may change according to operational requirements. CLOSING DATE: Applications will be received up to 11:59 pm on Thursday, June 5, 2025 Please note: We thank all applicants for their interest in this position. Only those applicants selected for interview/testing will be contacted. 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 recruiter when invited to the assessment process. For more information on our accommodation process please click on the link; Accommodations | Hiring | Employment | Halifax (position # 78627502)