Administrative Assistant

3 months ago

St Thomas, Canada The Corporation of the City of St Thomas Full time

Internal / External

The Corporation of the City of St. Thomas
- **Fire Services has a position for an**:
ADMINISTRATIVE ASSISTANT - FIRE
Fire Services
(Permanent, Full-Time)

Job Posting #828-11-23

**POSITION SYNOPSIS AND PURPOSE**:
Reporting to the Fire Chief, and under the technical direction and guidance of the Deputy Fire Chief/CEMC, the Administrative Assistant - Fire provides front-office reception and accurate and efficient office administrative support to the Fire Department. This position is responsible for general office administrative duties for the fire department including, but not limited to, payroll entry, operational guidelines maintenance, records management, purchasing and inventory administration. As a point of contact for the Fire Department, this position will have considerable independence in judgement when providing information, coordinating and administering tasks and establishing priorities as necessary in order to meet operating requirements and established objectives. Duties will involve access to and possession of confidential and sensitive information or documents.

**MAJOR RESPONSIBILITIES/ACCOUNTABILITIES**:
General Office Administration (70%)
- Prepares confidential and non-confidential documents including correspondence, proposals, listings, communications, inventories, agreements, etc. for the Chief and Deputy Chief.
- Assists the Fire Chief and Deputy Fire Chief with the development of annual reports, strategic and business plans, operational guidelines, operating budgets, Council reports and other special projects, as assigned.
- Maintains discretion and strict confidentiality when dealing with matters and information in the duty of work.
- Prepares agendas, attends meetings, records and prepares accurate and detailed minutes and distributes to appropriate personnel.
- Maintains records and files for the fire department.
- Assists in the preparation of notices for Deputy Chief’s review and approval, posts, updates manuals, and distributes notices to members of the department.
- Administers fire department payroll and maintains accurate staff attendance records/data including the preparation and submission of approved time and attendance forms to payroll through the applicable software. Prepares employee status change forms and ensures timely submission to Human Resources.
- Records requests for time off and all other associated records. Monitors and updates departmental time off statistics.
- Develops, maintains, and updates manual and electronic filing system.
- Updates and creates accurate reports for the STFD records management software.
- Maintains the appointment schedule for the Chief and Deputy Chief as requested.
- Reviews the Ontario Fire Marshal’s incident reports and verifies accuracy of response codes. Confers with the Fire Chief or the Deputy Fire Chief regarding any revisions and/or additions. Submits regular electronic reports to the Ontario Fire Marshal’s office, maintaining departmental files for the incident reports. Reconciles the Ontario Fire Marshal’s summary with St. Thomas Fire Department records.
- Provides administrative and clerical support to all STFD divisions and the City’s Emergency Operations Centre (EOC), as required.
- Assists the Chief Training Officer with organizing, scheduling, enrolling and tracking training. Provides reports, as required.
- Maintains and updates all fire department and county database listings for the purpose of maintaining the Elgin County Mutual Aid system.
- Acts as department liaison and actively participates on the City’s Employee Appreciation Committee and/or other corporate functions, as requested by the Fire Chief.
- Receives, sorts, and distributes mail to appropriate personnel.
- Performs such other related duties as may be assigned by the Fire Chief or the Deputy Fire Chief.

Financial Administration (20%)
- Administers the department’s purchases and inventory control process and assesses departmental needs for supplies, products, and equipment, including the invoicing and payment process, shipping and receiving, all associated records, and allocating funds to/from the appropriate account(s).
- Monitors contracts with other municipalities to coordinate the collection process (invoicing/receiving) and maintains accurate records.
- Liaises with suppliers, other departments, the province, other agencies and organization as required.
- Acts as liaison with the Information Technology division for any STFD networking, hardware and software difficulties.
- Monitors petty cash activity, ensuring monthly balances are accurate and accounted for.
- Submits monthly corporate credit card statement and receipts for payment.
- Coordinates the department’s uniform and clothing program including reviewing backorders, preparing notices for clothing orders and accounts, liaising with suppliers, placing accurate orders, shipping/receiving, distributing supplies to the appropriate personnel, and preparing det

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