Job Description

Job PostingHalifax Regional Municipality is inviting applications for two permanent full-time position(s) of Administrative Support Intake Analyst with Halifax Regional Police.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 Inspector who is designated as FOIPOP Coordinator for Halifax Regional Police, the Administrative Support Intake Analyst supports the FOIPOP Coordinator in all administrative duties and effectively manages the entire Intake process related to access (FOIPOP) requests, in accordance with Part XX of the Municipal Government Act, through ensuring appropriate recording, maintaining effective documentation and tracking systems to meet statutory deadlines, educating applicants and third parties regarding policies, procedures and applicable legislation, notifying Business Units about requests and requesting necessary records and documentation, following up with Business Units, initial review of requested records for ensuring responsive records have been received and identification of areas requiring further consultation either with applicant, third parties or with the Business Units.
This is an extremely confidential position that deals with a substantial amount of sensitive, personal and departmental information on a regular basis and, therefore, requires sound judgement and discretion.DUTIES AND RESPONSIBILITIES

• Provides administrative support to the FOIPOP Coordinator by managing inquiries, appointments, correspondence and electronic communications.
• Provide assistance to the Coordinator in research, processing and delivery of FOIPOP (Freedom of Information and Protection of Privacy) requests.
• Research various sources for FOIPOP request that may relate to archived records for review and disclosure
• Conduct analysis of FOIPOP request pertaining to timeframe and situation, analyze and research the applicable legislations (Municipal Government Act, Youth Criminal Justice Act, etc.) that are relevant to the FOIPOP request.
• Composes reports and correspondence, performs research activities.
• Communicates with applicable Business Units regarding access requests and monitors the search for responsive records to ensure strict timelines are met.
• Request and control the collection of records from appropriate areas and ensures that strict response timelines are adhered to, to ensure all relevant information has been received and followed-up where necessary.
• Conducts the initial scan of the records provided by the Business Units, triages documents, identifies third parties and removes duplication.
• Processes all FOIPOP applications and manages all requests by monitoring timelines, working closely with internal/external HRM business units and community organizations. Review HRP\'s memorandum of understandings regarding information sharing agreements to legally disclose requested documents. Secure all responsive records, preparing fee estimates in accordance with the legislative requirements and dealing with applicants.
• Prepares correspondence related to requests.
• Conducts initial review of records and provides recommendations on areas that need further review.
• Prepares the records for disclosure once approved.
• Prepares and organizes appeal matters for forwarding to the Office of the Information and Privacy Commissioner for Nova Scotia
• Prepares monthly and yearly statistical reports
• Monitors and manages HRP Routine Disclosure Requests
• Conducts research and analysis as directed by the FOIPOP Coordinator
• Handles inquiries from Business Units, general public and other Agencies.
• Other related duties as required

QUALIFICATIONSEducation & 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 the Freedom of Information and Protection of Privacy Act 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.
• Thorough demonstrated knowledge of Halifax Regional Police, Municipal Government and the services provided.
• High regard for confidentiality as the Administrative Support Intake Analyst deals frequently with sensitive, confidential and personal information issues.

Security Clearance Requirements: Candidates being considered for the position of Records Management/Disposition Clerk must successfully meet the security clearance requirements administered by Halifax Regional Police.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: Analytical Thinking, Communication, Customer Service, Conflict Management, Decision Making, Managing Change, Organization and Planning, Rish Managment, Teamwork and Cooperation, Valuing Diversity and Values and Ethics.WORK STATUS: Permanent Full-TimeHOURS OF WORK: Hours of work are Monday - Friday, 8:30 a.m. - 4:30 p.m. (35 hours per week)SALARY: Non-Union 4, $56,210-72,740WORK LOCATION: 1975 Gottingen St, Halifax, NS.CLOSING DATE: Applications will be accepted until 11:59 p.m. on June 11, 2024.Please note: We thank all applications for their interest in this position. Only those applicants selected for an interview/testing will be contacted. During the recruitment process, applicants have the right to request 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 recruiter when invited to the assessment process.(position #778639847, 72284234)

Halifax