Processing Coordinator-Planning

Halifax Regional Municipality is inviting applications a term up to 18 months position of Processing Coordinator - Planning with Business Services in Planning and Development.

Applicants who previously applied for this position do not need to reapply.

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.

Under the supervision of the Application Processing Supervisor, the Processing Coordinator – Planning, is an integral part of the Business Services team and Current & Regional Planning teams. The Processing Coordinator - Planning ensures many administrative processes supporting legislative requirements are met in all components of the Planning Application process and Heritage Property Program and are carried out in a timely and accurate manner.

The Processing Coordinator - Planning is an individual who is a team player but can also work independently in a deadline driven environment. The position is the division’s first point of contact with the public, council members, and the development community.

DUTIES & RESPONSIBILITIES:

• Providing support of the Planning Application, Heritage Property, Regional & Community Planning Processes
• Liaison between the Municipal Clerks office, Councilor’s Support office, Service Nova Scotia, Provincial Registry of Deeds and HRM.
• Provides quality customer service by providing clients - both internal and external - information regarding planning applications and projects, heritage property inquiries, and other departmental information.
• Accountable for updating and maintaining case tracking status for planning applications and community planning projects, responding to and following up on inquiries relative to the status of planning applications and community projects.
• Accountable for application follow-up by monitoring within the tracking tool and notifying applicants via email, letter or phone, to ensure deadlines are being met.
• Responsible for weekly invoicing and reconciliation of Ad Costs
• Monthly recording and reporting of case ad information and costs to close planning files.
• Responsible for preparation and assembly of mailouts for public information meetings, public hearings and notices of approval.
• Responsible for taking payments for facility rentals, scheduling and arranging public meetings.
• Attend evening public meetings held in various HRM communities to record and transcribe official minutes, to accurately reflect the discussion. Document the public participation process for legal purposes.
• Create and maintain application and policy webpages on Halifax.ca
• Prioritize inquiries and requests for services via online portal, phone, email and in-person. Responsible for ensuring public inquiries and requests for service are assigned to appropriate staff in a timely manner to meet service standards.
• Responsible for records management of current and historical case files and planning documents
• Responsible for cash management, deposit management, refund requests & cheque requisitions
• Reconciling applications when they are being closed.
• Responsible for setting up and maintaining contractor accounts and files, including financial documentation.
• Assisting with FOIPOP Requests – Print, scan, mail, email details and hard copies of contents from case filing systems, R drive or internet, according to the FOIPOP regulations for Legal.
• Work with/Review dashboarding and daily reporting software to determine workflow and daily priorities.
• Use of internal and external mapping tools and software
• Assist and provide on the job training to new and existing Planning personnel
• Prepare, verify and track own attendance and overtime accumulated and used as per departmental policy, supervisor approval and NSGEU Local 222 Collective Agreement.

QUALIFICATIONS:Education and Experience:

• Completion of grade 12
• An administrative or business certificate from a recognized educational institution
• Must have at least five years recent customer service experience dealing with the public.
• Must have at least two years’ experience in an administrative position
• University degree considered an asset.
• Recent experience working in a government environment an asset
• Knowledge of the planning and development industry is considered an asset
• An equivalent combination of education and experience may be considered.

Technical / Job Specific Knowledge and Abilities:

• Thorough knowledge of current and effective office procedures
• General knowledge of the services provided by HRM and the inter-dependencies/relationships between the Planning & Development sections of Community Development and the other business in HRM.
• General knowledge of Municipal and Provincial legislation relevant to the business unit.
• Ex: Halifax Regional Municipality Charter, Heritage Property Act, relevant municipal bylaws and legislation and their scope, response times and purposes
• Excellent verbal and written communication skills.
• Knowledge of finance & purchasing procedures
• Proficiency in basic computer operating systems and technology; Microsoft Office suite, specifically: Word, Excel and PowerPoint. Knowledge of SAP, InDesign, GIS Mapping and Hansen considered an asset.

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: Analytical Thinking; Communication; Customer Service; Managing change; Organization & Planning; Teamwork & Cooperation; Valuing Diversity; Decision Making; Networking & Relationship Building; Conflict Management; Values & Ethics.

WORK STATUS: Term up to 18 months, Full-Time

HOURS OF WORK: 8:30am-4:30pm, Monday to Friday (35 hours per week). Please note: this position requires attendance at numerous evening public meetings, held in various HRM communities, throughout the year.

SALARY: NSGEU Local 222, Level 6; $34.87/per hour

WORK LOCATION: 5251 Duke St, Duke Tower - 3rd Floor, Halifax

CLOSING DATE: Applications will be received up to midnight 11:59 pm Tuesday, February 17, 2026This 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; Accommodations | Hiring | Employment | Halifax

(position # 78640661)