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Administrative Support/Intake Analyst

2 weeks ago

Halifax, Nova Scotia, Canada Halifax Regional Municipality Full time $56,770 - $73,470 per year

Job Posting

Halifax Regional Municipality is inviting applications for the permanent, full time position of Administrative Support/Intake Analyst on the Access & Privacy team.

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 Chief Privacy Officer/Manager of Access & Privacy, the Administrative Support/Intake Analyst provides administrative support to the Access & Privacy Team. The Administrative Support/Intake Analyst effectively manages the entire Intake and triage process for all Freedom of Information & Protection of Privacy (FOIPOP) requests made in accordance with Part XX of the Municipal Government Act, routine disclosure requests made in accordance with the Municipality's Routine Disclosure Policy as well responsible for managing and executing property information enquiry requests made in accordance with the User Charge By-Law. This position requires strong organizational and communication skills with the highest regard for confidentiality. The individual must have a strong commitment to work in a close team environment. As Administrative Support/Intake Analyst for Access & Privacy, the incumbent must be able to provide information and services within legislative timelines to both internal and external clients of the Halifax Regional Municipality.

DUTIES AND RESPONSIBILITIES:

  • Provides administrative support to the Chief Privacy Officer/Manager of Access & Privacy and the Information Access Program Lead and the Privacy Program Lead.
  • Maintains the Access & Privacy pages on the internet and the intranet.
  • Registers, organizes, tracks and organizes access requests and appeals in accordance with applicable legislation and procedures.
  • Responsible for managing the intake process – electronic and manual - for access requests including reviewing the request for completeness, determining the applicable Business Unit that would hold the responsive records and ensures the Business Unit provision of records to the Access & Privacy Office will meet the strict timelines.
  • Responsible for managing the entire intake and response process for property inquiry requests in accordance with the by-law requirements.
  • Responsible for managing the entire intake and response process for routine disclosure requests in accordance with the Routine Disclosure Procedure.
  • Educates applicants and third parties regarding process, policies, procedures and applicable legislation.
  • Designs and develops new techniques and innovative approaches to tracking, managing and analyzing requests for information, including methods of measuring the productivity of the Access & Privacy Office.
  • Conducts the initial scan of the records provided by the Business Units to ensure receipt of a comprehensive, responsive set of records, triages documents, identifies third parties and removes duplication.
  • Prepares correspondence related to requests and after a decision on release is made, prepares the records for disclosure.
  • Prepares and organizes appeal materials for forwarding to the Nova Scotia Office of the Information & Privacy Commissioner (OIPC).
  • Conduct research and analysis as directed by the Chief Privacy Officer/Manager of Access & Privacy.

Qualifications

Education & Experience:

  • Administrative diploma from a recognized educational institution
  • Five years of related experience in a legislated environment, dealing with personal and confidential information
  • Previous work experience in the administration of Part XX of the Municipal Government Act (MGA) or the NS FOIPOP Act is considered an asset

Technical/Job Specific Knowledge and Abilities:

  • Experience in a policy/legislative/regulatory framework
  • Experience in interpreting legislation and regulations
  • 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 and elected officials
  • Thorough demonstrated knowledge of municipal government and the services provided.
  • High regard for confidentiality as the Administrative/Intake Assistant deals frequently with sensitive, confidential and personal information issues

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: 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: Valuing Diversity, Communication, Customer Service, Organizing & Planning, Teamwork & Cooperation, Value & Ethics

WORK STATUS: Permanent, Full time

HOURS OF WORK: 8:30am-4:30pm Monday to Friday; 35 hours per week. Flex options to work outside of these hours and hybrid may be available.

SALARY: Non-Union Level 4, $56,770 - $73,470. 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: 7th Floor Duke Tower Duke Street, Halifax

CLOSING DATE: Applications will be received up to 11:59 PM on Tuesday, October 21,

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

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