Administrative Support

Job Posting

Halifax Regional Municipality is inviting applications for the permanent position of Administrative Support 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.

Under the direction of the Staff Sergeant or Sergeant in charge of their respective sections, the Administrative Support staff is responsible for providing administrative support to their sections, while at all times respecting the confidential nature of their positions. These employees work in Special Investigation Section, General Investigation Section, Special Enforcement Section or Investigative Support Operations (ISO), depending on operational needs. Each section requires the incumbent(s) to perform a wide range of administrative functions within demanding timelines.

DUTIES AND RESPONSIBILITIES:

Administrative Support

• Provides all administrative support for section including answering phone, sorting and distributing mail, typing incident reports, letters, memos, correspondences, photocopy, etc.
• Adds, modifies, purges, and creates the linkages of persons, locations, vehicles, telecommunications and other pertinent documentation/reports as required, in accordance with policy.
• Transcribes verbatim highly confidential Officer reports, witness statements, interview tapes including KGB audio/video taped statements on witnesses, suspects, accused and/or victims, supplementary reports, 911 tapes, Crown Sheets.
• Prepares various court documents.
• Orders and distributes supplies.
• Photocopies comprehensive and lengthy files.
• Updates section duty roster.
• Enters and modifies data request to the Versadex system.
• Sends and receives CPIC Queries for Criminal Record Information and/or general information for investigators regarding stolen vehicles.
• Provides administrative support for ongoing highly confidential investigations and other matters.
• Enters pertinent information into ACIIS (Automated Criminal Intelligence Information System) databank.
• Internal investigations/interviews and follow up reports from dictating and video equipment.
• Ensures accuracy of all documents which may be used in court.
• Provides assistance and information daily to the general public and internal customers.
• Assists other police agencies as required.
• Transcribes minutes of meetings.
• Entrust Peer to Peer recovery.
• Other duties as required.

Section Specific Duties

Special Investigation Section (SIS)

• Inputs confidential data into ACIIS.
• Assists complainants with initial intake and provides required forms.
• Contacts outside agencies for information purposes.
• Compiles all information, creates the files, enters onto Versadex and turns the completed file over to the Sergeant i/c GIS Section.
• General Investigation Section (GIS)
• Maintains a daily database on Excel of stolen motor vehicle statistics.
• Coordinates with Crime Stoppers.
• Liaise with Insurance companies regarding stolen and recovered property.
• Investigative Support Operations (ISO) Section
• Adds, modifies, purges, and creates the linkages of persons, locations, vehicles, telecommunications and other pertinent documentation/reports as required, in accordance with policy.
• Files documents as it pertains to ACIIS files.
• Conducts JEINS queries for incarceration / release information along with pertinent "Order" information.
• Support other divisions for operational requirements.

QUALIFICATIONS:

Education and Experience:

• Grade 12
• Business or Secretarial Certificate, or equivalent combination of education and related experience
• Experience in a police environment, an asset.
• Comprehensive knowledge of the policies and procedures of the Halifax Regional Police, an asset
• Thorough working knowledge of computer applications such as MS Word, Excel, Versadex, CPIC, DMS v2.3.3 (Mugshot), ACIIS (Automated Criminal Intelligence Information System), Internet/ Intranet programs, Start/Stop Transcription Systems, the Record Player/Navigator System, HRP VoiceBox System and SafeNet.
• Knowledge of the Dictaphone system.
• Ability to type 45 words per minute.

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. Only candidates who meet the minimum qualifications will be contacted for testing.

COMPETENCIES: Communication, Customer Service, Networking / Relationship Building, Organization and Planning, Organizational Awareness, Teamwork and Cooperation and Valuing Diversity.

WORK STATUS: Permanent Full-time. This is an NSGEU 222 bargaining unit position.

HOURS OF WORK: 8:30 a.m. - 4:30 p.m. Monday to Friday, 35 hours per week.

SALARY: $28.41 per hour as per the Agreement between the Halifax Regional Municipality and the NSGEU.

WORK LOCATION: 50 Garland Avenue, Dartmouth, NS B3B 0A7. Work location can be changed according to operational requirements.

CLOSING DATE: Applications will be accepted until 11:59 pm on Tuesday, XXXXX, 2025

This is a bargaining unit position. External applicants will only be considered if there are no qualified bargaining unit candidates.

Please note: We thank all applicants for their interest in this position. Only those applicants selected for an 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 interview independently and without 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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