Administrative Coordinator
Job in
Halifax, Nova Scotia, Canada
Listing for:
Halifax Regional Municipality
Full Time
position
Listed on 2026-07-22
Job specializations:
-
Administrative/Clerical
Office Administrator/ Coordinator, Administrative Management, Business Administration, Clerical
Job Description & How to Apply Below
11460
Administrative Coordinator
Job Posting
Halifax Regional Municipality (HRM) is inviting applications for one temporary (up to 12 months), full time Administrative Coordinator position in the Office of the Municipal Clerk (MCO). HRM is committed to reflecting the community it is serves & recognizing Diversity & Inclusion as one of the Municipality’s core values. We have an Employment Equity Policy and we welcome applications from African Nova Scotians & Other Racially Visible Persons, Women in occupations or positions where they are underrepresented in the workforce, Indigenous/Aboriginal People, Persons with Disabilities & 2
SLGBTQ+ Persons. Applicants are encouraged to self-identify on their electronic application.
Reporting to the Deputy Clerk, the Administrative Coordinator is responsible for the overall management and administrative functions of the MCO including, but not limited to, information management, research, communication, project management and planning and report preparation. The Administrative Coordinator oversees the development of the MCO’s annual business plan, tracks Key Performance Indicators (KPI’s) for reporting on specific cycles and groups, and provides executive administrative and coordination services to the Municipal Clerk.
DUTIES & RESPONSIBILITIES:
Compose correspondence for the Municipal Clerk by identifying required information, researching background information, gathering & compiling data from multiple sources.Receive & assign all general inquiries, correspondence and electronic communication from both internal/external key partners.Prepare background material for meetings, schedule presentations & make any other necessary arrangements including attendance & recording of minutes.Brief Municipal Clerk prior to meetings & provide background material.Prepare Municipal Clerk’s reports, presentations, memos and minutes & track minutes, council reports & actions items.Provide assistance to the Municipal Clerk and Clerk's Leadership Team on assigned projects & highly confidential work.Participate in the development of & coordinate & manage the implementation of divisional meetings including the MCO Leadership monthly meeting & coordinate follow up on identified priorities.Develop business cases for organizational change & prepare staffing actions.Prepare, approve & submit attendance sheets & maintain vacation schedules.Maintain confidential files such as personnel files, grievances, complaints, job classifications, salaries, etc for all division staff; verify & submit bi-weekly payroll sheets.Initiate & manage structural, organizational, equipment, systems, & technological changes to improve the efficiency of the MCO.Coordinate office renovation, maintenance, communication systems, IT equipment & office security.Coordinate division’s annual budget/business planning processes.Assist in the alignment of resources with the business plan, ensuring resources are allocated to priorities.Monitor status of division’s business plan goals & objectives, identifying any potential risks to achieving desired outcomes.Ensure structures & reporting relationships are appropriate for service delivery.Manage SAP reporting on operational expenditures, revenues, monthly financial projections & required journal entries.Monitor expenditures ensuring adherence to budgetary approvals & authorize purchases within approved guidelines.Manage and supervise administration of petty cash.Monitor & maintain CAO tracking tools.Monitor internal & external status reports & make recommendations for services delivery efficiencies &/or prioritizes follow up items for Municipal Clerk.As required, manage the Municipal Clerk’s schedule including arranging appointments, daily activities, corporate travel & prioritizing requests with careful consideration to high priority issues. Identify potential conflicts as they arise.QUALIFICATIONS
Education & ExperienceBachelor’s degree in Business, Public Administration or related fieldMinimum of 5 years of related experience in a senior administrative role with demonstrated performance capabilitiesRelated experience organizing, supervising & managing administrative…
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