Administrative Coordinator

Job Posting

The Halifax Regional Municipality is inviting applications for a temporary full-time (up to 12 months) position of Administrative Coordinator in the Councillors’ Support Office division of 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.

Under the direction of the Manager, Council Support, this position supports the Councillors’ Support office staff and elected officials by providing administrative and other support in a fast-paced working environment. This position has on-going interaction with elected officials, the public, and staff at all levels. This position requires a high degree of confidentiality; initiative and flexibility combined with a strong customer service focus and strong communication skills. The incumbent must be able to work efficiently and effectively with minimal supervision and is required to have a strong commitment to working in a close team environment.

DUTIES AND RESPONSIBILITIES

• As the first point of customer contact in the Councillors’ Office, delivers an excellent level of customer service by providing information requested, following up on issues and ensuring the loop is closed for those seeking assistance;
• Coordinates and investigates Hansen requests by following up on status to ensure residents requests are responded to in a timely manner;
• Maintains Councillors’ boardroom bookings;
• Prepares weekly council mail packages;
• Coordinates cheque requests for Councillors’ discretionary funds, reimbursements and advertising payments and prepares local travel and out of town travel claims;
• Organizes the Junior Citizenship Awards and Remembrance Day Services, and assists in coordinating special events such as FCM and UNSM;
• Coordinates out of town travel including conference registration, hotel bookings, travel advances;
• Coordinates incoming and outgoing mail and ensures distribution;
• Prepares commemorative scrolls for elected officials;
• Mentors the incumbent in the part time administrative position;
• Maintains effective record management system including the development of templates for council support staff to follow and is the focal point for the organizing and archiving of all files.

QUALIFICATIONS

Education and Experience

• Grade 12 and business diploma from a recognized educational institution plus up to two years related experience
• Proficiency in use of computers and related software (Outlook, Hansen, Microsoft Word, Excel, Power Point, SAP)
• Excellent communication skills, both oral and written
• Must have a broad knowledge of services provided within the Halifax Regional Municipality
• Working knowledge of the services provided by other levels of government

Technical / Job Specific Knowledge and Abilities

• Demonstrated experience in a customer service environment
• Proven ability to work in a fast-paced environment
• Demonstrated knowledge of municipal operations and programs

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.

COMPETENCIES: Customer Service, Communication, Teamwork and Cooperation, Valuing Diversity, Organization & Planning.

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

HOURS OF WORK: Monday-Friday, 8:30 a.m. - 4:30 p.m. for 35 hours per week, some flexibility may be required to meet the needs of the organization. Flex options to work outside of these hours and hybrid may be available.

SALARY: Non-Union Level 1 ($44,672 to $57,802). 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 Street, Halifax

CLOSING DATE: Applications will be received up to 11:59pm on Tuesday July 7 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. For more information on our accommodation process please click on the link: Accommodations | Hiring | Employment | Halifax

(position # 72281444)