Administrative Assistant

2 weeks ago


Newmarket, Canada Town of Newmarket Full time

The Town of Newmarket is committed to taking every precaution reasonable in the circumstances for the protection of the health and safety of workers from the hazard of COVID-19. As a condition of being hired by the Town, employees including students and volunteers are required to be fully vaccinated with a Health Canada or World Health Organization approved COVID-19 vaccine series, unless legally entitled to accommodation under the Ontario Human Rights Code. Reference Vaccination Policy._

In addition, the Administrative Assistant, Fire Prevention is responsible for providing direct administrative support to the Chief Fire Prevention Officer, Fire Prevention Officer, and prevention division; handling a variety of communications, booking, coordinating Smoke Alarm Campaign, booking inspections, and logging Stay Fire Smart data. Completes Freedom of Information Requests in accordance with established protocols. Responsible for logging and tracking building permits. Creates and maintains property files and historical records. Responsible for preparing Fire Prevention division program statistics, providing data for budget and annual reports.

Job Requirements
- Formal post-secondary education in public administration or business administration or a related field of study and a thorough working knowledge of general administrative support function or an equivalent combination of education and experience.
- Working knowledge of municipal government and applicable legislation preferably relating to Fire Services.
- Working knowledge of Fire Prevention and Fire & Life Safety administration. Formal training in Fire Prevention an asset.
- A high-level proficiency in a computerized environment utilizing a variety of programs. Preference for Microsoft Office (Word, Excel, PowerPoint, Outlook), multi-line phone system.
- Working knowledge of electronic data management systems with the ability to develop and run queries (i.e. Firehouse, JD Edwards).
- Excellent written presentation skills and the ability to prepare concise and professional reports and presentations.
- Demonstrated ability to create intermediate to advance excel spreadsheets with an understanding of data analysis principals.
- Understanding of data collection, spreadsheet statistical analysis, and the generation of statistics for reports.
- Excellent organizational, interpersonal and problem-solving skills with the ability to manage multiple tasks and priorities in a demanding environment.
- A team-oriented person with demonstrated initiative, a strong attention to detail and accuracy is required.
- Strong written and verbal communication skills with a proven ability to work effectively and confidentially with all levels of management and the public.
- Research and basic analysis skills to support the compilation of information and assist in the preparation of reports and correspondence.
- Ability to work independently and prioritize workload and maintain confidentiality.
- Ability to deal courteously and effectively with co-workers, the public, ratepayers, other department staff/levels of government, utilities, suppliers, and community/charitable organizations.
- Class “G” License in good standing required and a reliable vehicle to use on corporate business.



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