Administrative Assistant Community Services

The Team you are Joining – Who We Are:

The Halton Regional Police Service contributes to the safety and well being of more than 620,000 residents in Halton Region which includes the Towns of Milton, Halton Hills and Oakville, and the City of Burlington. It is our continual pursuit of excellence that keeps Halton at the forefront of policing and as a leader in the public safety arena. Through upstream approaches, partner collaboration, training, community engagement and a strong focus on inclusion and diversity, we have been able to maintain Halton’s status as the safest Canadian municipality with a population of 100,000 or more. This is exemplified through deep collaboration between our growing team of over 1,100 members and our residents, businesses, non-profit organizations, and municipal governments.

About the Role – How you will Contribute to the Service:

Position Title: Administrative Assistant Community Services
Employment Type: Full-time, 12-month contract (maternity leave coverage)

Join the Halton Regional Police Service and make a meaningful impact in your community while supporting the leaders who help keep it safe. We’re looking for a dynamic and highly organized Administrative Assistant to become a key part of our Community Services Bureau. In this fast-paced and rewarding role, you’ll be at the heart of daily operations—providing dedicated support to the Inspector, Staff Sergeant and Sergeant and other internal stakeholders, while helping ensure the seamless coordination of programs and initiatives that connect us with the community.

The Administrative Assistant delivers comprehensive administrative support to the Community Services Bureau. Working closely with the Inspector, Staff Sergeant, and/or Sergeant, this role plays an essential part in coordinating and supporting the delivery of a wide range of community programs and events.

Here is what up will get to do: 

• Provide administrative support to the Community Services Unit, including preparing correspondence, maintaining records, and compiling reports. Track and maintain statistical data for community programs, schedule meetings, and record and distribute minutes as required.
• Support general office operations by responding to internal inquiries, directing calls and emails, taking messages, and distributing mail. Maintain organized filing systems, including SharePoint records.
• Maintain and update employee records, including processing MAC forms and Personnel Status Reports (e.g., contact updates, transfers, attendance, overtime, sick time, and training records). Ensure accurate data entry in the NICHE Records Management System.
• Manage disability-related files for the unit and liaise with Human Resources on disability management matters.
• Assist with the performance appraisal process by initiating timelines, tracking progress, and ensuring deadlines are met.
• Coordinate and complete audits as required.
• Support the planning and execution of community programs, meetings, and special events by organizing agendas, invitations, venues, catering, and equipment bookings. Address and resolve any issues that arise.
• Manage financial administrative tasks, including credit card reconciliations, receipts, cheque requests, purchase orders, and petty cash. Liaise with Corporate Services as needed.
• Coordinate with Fleet Services to address vehicle issues and arrange maintenance.
• Provide administrative support for community programs such as Citizen Police Academy, Auxiliary, YIPI, PEACE, and volunteer initiatives, including participant intake, scheduling, and background checks.
• Serve as a central point of contact for staff and community members seeking information about Community Services programs and events.
• Other duties as assigned

Qualifications and Experience

• Minimum of two (2) years of experience providing administrative support, preferably within a complex institutional environment.
• Demonstrated experience supporting senior leaders, including managing priorities and providing comprehensive executive-level assistance.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, SharePoint), with strong skills in calendar management, scheduling, and resolving conflicts.
• Experience in data processing, report preparation, and maintaining electronic filing systems.
• Strong organizational skills with the ability to identify and prioritize urgent matters, ensuring timely action and informed decision-making.
• Excellent customer service skills and a professional, service-oriented approach.

Education

• High school diploma required.
• Completion of at least one (1) year of post-secondary coursework in office administration, business administration, or a related field preferred.
• Additional post-secondary education considered an asset.

Note: The successful applicant will need to pass a background check to the satisfaction of the Service which will include reference checks with previous employers, verification of educational achievements, and a criminal background screen.

What We Offer:  We offer the opportunity to join a progressive work environment with a leading police service.  Our Service is committed to the values of Trust and Respect, Integrity, Accountability, Excellence, Teamwork and Justice. We provide our employees with a competitive salary which includes but is not limited to training and development opportunities, onsite fitness opportunities, access to wellness resources and participation in a defined benefit pension plan – Ontario Municipal Employee Retirement System (O.M.E.R.S.). 

Location for this role: Halton Police Headquarters, 2485 North Service Road West, Oakville ON.  This position is based out of our various Halton Police Service Locations.  This role requires an in-office presence and is not eligible for Hybrid work

The starting compensation for this role is $41.07 per hour, plus 4% vacation pay.

How to be Considered for This Exciting Opportunity:

Please apply online with a resume and a detailed letter outlining your experience and skills and how they relate to this role with the Service. All applications must be submitted to the Service’s on-line system to be considered for this vacancy, quoting Competition 31-C-26A By April 23, 2026. 

**Various skills assessments may be administered as part of the selection criteria.

Internal applicants will be given first consideration for this position. The Corporation reserves the right to review and evaluate qualified internal candidates before considering external applicants. External candidates may be reviewed only if no suitable internal candidate is identified.

The Halton Regional Police Service strives to be an accessible and inclusive organization.  We are committed to fairness and equity in employment and our recruitment and selection practices.  We encourage and welcome applications from all who may contribute to the further diversification of our organization. Should you require an accommodation under the Ontario Human Rights Code (OHRC) and/or the Accessibility for Ontarians with Disabilities Act (AODA) during any stage of the recruitment process, we will work with you to remove any barriers. Please do not hesitate to let us know by contacting us for assistance at civilianrecruiting@haltonpolice.ca.

We thank all applicants for their interest in joining our organization.   Only those who are selected to advance through the recruitment process will be contacted by our team.