Administrative Assistant, Fire (PFT) (NU 30.21)
Norfolk County, Canada

Basic Function:

Perform the daily administrative functions and operational requirements of the Fire Department, including related purchasing, inventory and maintenance of records pertaining to firefighter activities. The Administrative Assistant also maintains effective communication and flow of information within the organization.

Position Description:

• Provide direction and guidance to the public and staff, including responding to telephone inquiries.
• Assist with the annual recruitment process for firefighters.
• Assist in the preparation of the Department’s various budgets.
• Monitor and allocate expenditures within the Department’s budget
• Assist Fire department staff in administering various capital and operating budget projects.
• Process all Fire Department invoices as required, including assigning appropriate account codes.
• Complete invoice requisitions, ensuring cost recovery and fees for service are reflected accurately.
• Perform monthly p-card reconciliation for all Fire Department staff.
• Complete documentation for firefighter reimbursements and expense claims (monthly, quarterly, annually).
• Compile, analyze, and enter volunteer firefighter’s time into the corporate time and attendance system (Pearl) on a quarterly basis.
• Primary contact for the Fire Department’s records management system (RMS), EnRoute software and the emergency responder tracking system.
• Utilize the Fire department records management software program to complete monthly reports, data analysis, and standard incident reports, forwarding required documents to the Office of the Fire Marshall.
• Assist with administering staff recognition, and related interdepartmental events.
• Direct and coordinate effective and timely communications between headquarters senior staff, the eleven fire districts, interdepartmental, and other agencies.
• Respond to general requests for information in accordance with Freedom of Information Regulations.
• Respond to general requests for information pertaining to departmental operations and programs.
• Responsible for ordering office supplies and equipment for administration functions, and assisting division staff in completing purchases in accordance with County’s purchasing policies.
• Maintain a complex departmental file system, ensuring the confidentiality of information relating to; incidents, victims and patients, investigations, enforcement, prosecutions, employee relations, development proposals, and property in accordance with County policies.
• Assist in the process of burn permit applications.
• Relay notice of road closures, smog advisories, burn bans, special occasion permits, and municipal emergencies as required.
• Prepare agenda packages and record accurate minutes, for various committee meetings.
• Function as an Emergency Operating Centre (EOC) scribe for fire headquarters as required.
• Open, sort and distribute mail, ensuring proper distribution to all Fire stations.
• Prepare various correspondence and letters for the Fire Department.
• Assist with fire department equipment distribution.
• Responsible for compiling data and providing reports on fire service activities as requested.
• Occasional evening and weekend work is required for meetings, recruiting, special events or emergencies
• Perform other duties as assigned.

Requirements

Knowledge and Experience:

• Post-secondary training in business administration or equivalent with emphasis on municipal government.
• Three years of relevant administrative experience.
• Municipal emergency service experience considered an asset.
• Working knowledge of municipal services including GIS, legal property descriptions, zoning, corporate accounting procedures, municipal filing practices, public/confidential information handling, by-law enforcement, municipal report writing, and the general function of municipal government.

Skills and Abilities:

• Ability to work independently with little direction in a fast paced and stressful environment.
• Meet deadlines with constantly shifting priorities.
• Proven organizational skills demonstrating effective time management, accuracy, adaptability, and dependability.
• Excellent interpersonal skills in dealing with staff and the public.
• Keyboarding skill of 45 wpm with 80% accuracy.
• Proven ability to research, assemble and present information and recommendations in a professional manner.
• Demonstrated understanding of integrity and discretion with confidential and/or politically sensitive information.
• Valid Ontario driver’s license and access to a reliable vehicle.
• Computer expertise in corp

Job Rewards and Benefits