Overview

Provides administrative, statistical and minor technology support to the Deputy Fire Chiefs, Apparatus & Equipment and Suppression divisions.

Responsibilities

• Provides administrative support to the Deputy Fire Chiefs, Apparatus & Equipment Division, Suppression Division and other management staff. 
• Prepares, posts and distributes Departmental Bulletins. 
• Schedules and coordinates meetings; prepares agendas; takes minutes/notes; prepares correspondence; distributes material; arranges meeting rooms and catering. 
• Provides non-emergency administrative assistance to the Deputy Fire Chiefs and other management staff during large-scale emergency incidents; acts as a scribe; runs errands; assists with communications; research information as required. 
• Orders Fire supplies and equipment by completing work order forms and tenders.
• Enters all invoice payments, cheque requisitions, field orders, purchase orders, and credits in SAP and Concur invoicing for the Apparatus & Equipment and Suppression division. 
• Updates and monitors budget workplans for Apparatus & Equipment and Suppression division, including operating and capital budget.
• Reconcilies monthly concur claims for Deputy Fire Chiefs, Apparatus & Equipment and Suppression staff.
• Prepares and submits payroll information bi-weekly.
• Coordinates staffing changes within Fire with Human Resources and Payroll, including onboarding new hires, promotions, increments and retirements. Administers the Fire Department attendance management/staffing software "Telestaff" and records, maintains, and reconciles sick leave, vacation, flex time, lieu time, red circle time, overtime amounts and position premiums. 
• Maintains employee contact/call-in list. 
• Assists Fire management with attendance management program including tracking sick time, and coordinating with Human Resources staff for staff on short- and long-term sick leave. 
• Configures Telestaff system to comply with complex staffing/industry rules and regulations; assembles training materials; delivers training and creates reports. 
• Back up for other administration positions within Fire.
• Performs other related duties as assigned.

Education

• Minimum Grade 12 diploma, with up to one-year additional post-secondary job-related courses.

Experience

• Minimum of one-year related experience in an administrative position.  

Knowledge, Skills, and Abilities

• Working knowledge of approved policies, procedures, and collective agreements to administrative and statistical tasks. 
• Ability to maintain confidential information. 
• Proven communication, problem solving, and customer service skills to work effectively with the public, staff and volunteers in a diverse community setting. 
• Exceptional organizational, communication and interpersonal skills with the ability to manage multiple tasks and deadlines. 
• Attention to details is critical, with excellent data entry and proof-reading skills. 
• demonstrated knowledge of Emergency Services, practices, and terminology.
• Mathematical skills required in order to read, calculate and run reports as well as the ability to reconcile funds accurately.
• Advanced proficiency with Microsoft Iffice 365 applications, including Outlook, Word, Excel, Powerpoint, Teams and SharePoint. 
• Ability to work independently and meet deadlines under pressure. 
• Ability to participate as an effective team member. 
• Experience with Peoplesoft, telestaff, and SuccessFactors. 
• Reliable with a good attitude and employment record.