Administrative Support Assistant - Fire Prevention

Halifax

  • Lower Sackville, NS
  • $28.41 per hour
  • Permanent
  • Full-time
  • 8 days ago
Job PostingHalifax Regional Municipality is inviting applications for the permanent full-time position of Administrative Support Assistant - Fire Prevention in Halifax Regional Fire & Emergency.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.Reporting to the Manager, Administrative Services and with accountability to the Division Chief, Fire Prevention, the Administrative Support Assistant works independently, manages multiple tasks, and provides administrative support to the Fire Prevention Division. This position works collaboratively with the Administrative Services Team to accomplish goals of Halifax Regional Fire & Emergency and requires a team player with a strong customer service focus, a high degree of initiative, and technical, organizational and communication skills.DUTIES AND RESPONSIBILITIES:
  • Provides clerical and administrative support, including but not limited to reviewing correspondence, supporting meetings (scheduling, agenda preparation, note taking & distribution), and filing;
  • Responds to customer requests, including entering requests into a database program (Hansen) for action by Fire Prevention staff;
  • Coordinates division calendars and vacation roster;
  • Maintains property and inspection information in a database program (FDM) by updating property owners, contacts and building names, and data entry of various life safety inspection records files;
  • Prepares reports using FDM data base for analysis and assessment of the Fire Safety Act and regulations;
  • Updates HRFE website as required;
  • Ensures operating manual is developed and maintained;
  • Prepares and submits attendance sheets, including overtime and TOIL for the Division Chief's review & approval;
  • Ensures procedures are followed and assists with the purchase of goods, payment of invoices, reconciliation of procurement & petty cash cards and travel (local and out of town);
  • Coordinates with Emergency Fleet for vehicle maintenance;
  • Assists with supporting other divisions within HRFE as required;
  • May perform other related duties as assigned.
QUALIFICATIONS:
Education & Experience:
  • Business Administration or Secretarial Diploma; and
  • Minimum three years of experience working in an administrative position.
  • Suitable combination of education and experience may be considered
Technical / Job Specific Knowledge and Abilities:
  • Proficient in the use of computer-related software (e.g. FDM, Hansen, Word, PowerPoint, Excel, Outlook, SharePoint, Adobe);
  • Proficient typing skills; and
  • Thorough knowledge of Halifax Regional Fire & Emergency.
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, Communications, Customer Service, Organizational Awareness, Organizing & Planning, Teamwork & CooperationWORK STATUS: Permanent full-timeHOURS OF WORK: Monday - Friday 8:30am - 4:30pm, 35 hours per week. Overtime is scheduled when required. Flex options to work outside of these hours and hybrid may be available.SALARY: Level 4, $28.41 per hour, as per the NSGEU 222 Collective Agreement.WORK LOCATION: Acadia Centre - 636 Sackville Drive, Lower Sackville NS B4C 2S3CLOSING DATE: Applications will be received up to 11:59 PM on Sunday, April 19, 2026.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 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.Shortlisted candidates will be required to provide proof of their qualifications, including, but not limited to, educational credentials, professional licenses, and relevant certifications.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:(position # 72285853)

Halifax