Clerk B Communications

3 weeks ago

Winnipeg, Canada City of Winnipeg Full time

Under the general supervision and direction of the Director, 9-1-1 Communications, the Administrative Coordinator is responsible for a variety of administrative functions to support a number of external and internal service requests that are related to coordination and management of the Communications Centre (Call Taking and Dispatching) core services.

Some of these services include providing day to day administration support for the Communications Operators and District Chiefs, QI/Training Officers and Director of 9-1-1 Communications. This position will assist with the filing of training records including the maintenance of certification records for the International Academies of Emergency Dispatch and the Province of Manitoba.

The Administrative Coordinator will schedule meetings when required and will be responsible for the preparation of agendas and taking meeting minutes. They will also be in charge of ordering and maintaining supplies and other related stock for the Communications Branch (i.e. photocopiers, headsets, chair parts, stationary supplies, etc.).

This position will collaborate with QI/Training to provide weekly and monthly compliance reports for staff. They will provide the first point of contact for external partners and requests for internal review/complaints. This position will also be responsible for overall maintenance of submissions received from the public and members for computer aided dispatch location information. The Administrative Coordinator will review the file and seek approval from the Manager of Communications or designate; update or delete the file.

**As the **_Clerk B Communications - Administrative Coordinator,_**_ _**you will**:

- Clerical Support functions for the Communications Centre Branch.
- As the main point of contact for WFPS Communications Branch, provide internal support and connection to requests made by Chiefs and Director.
- Supporting and connecting internal requests from Headquarters to various staff within the Communications Branch.
- As the main point of contact for WFPS Communications Branch, provide external support and connection to requests made by individuals or organizations.
- Provide a variety of day-to-day support services to the Communications Branch
- Clerical and Administrative functions specifically relevant to this position.
- File and maintain organized training records for staff.
- Documentation management when required such as filing, sorting, organizing, shredding, etc.
- Assist Supervisory staff with maintenance of various records.
- Assist QI/Training with new recruit orientation materials, preparation of orientation materials, agenda drafting, etc.
- Register staff members for training as well as maintain records for staff (i.e. CPR certification, etc.).
- Assist with and prepare weekly, monthly, and annual statistical data when required.
- Create and compile documents for procurement and assist with financial reconciliation for the Branch
- Preparation of communications and correspondence.
- Schedule meetings when required, track acceptance notifications when needed.
- Prepare agendas for meetings, capture meeting minutes as well as edit meeting minutes.
- Support Supervisors by formatting and editing Attendance Support Program letters.
- Support QI/Training and Supervisors by formatting and editing call performance evaluation letters of direction.
- Assist in memo and standard operating procedure formatting and editing.
- Assist in the preparation of the Communications Centre monthly memo.
- Produce and distribute reports lists, as well as maintain and update training files.
- Produce and maintain various records, distribute to stakeholders-address listings.
- Produce lists and maintain records, i.e. badge numbers and registration numbers, driver’s licenses, provincial licenses.
- Provide clerical and administrative support where required on various training related files.
- Complete filing/organizing as needed for any of the above.
- Maintain and update as needed the telephone cell and land line reports on a monthly basis.
- Update, maintain employee training records including transfers, promotions, terminations, leaves, etc.
- Produce transfer memos when directed by Director or designate.
- Provide other related duties consistent with the classification as required.

**Your education and qualifications include**:

- High school (Grade 12) graduation or equivalent combination of training and experience.
- Formal training in business administration or an equivalent combination of training and experience.
- A minimum of one (1) year full-time prior administrative experience working in an office environment within a progressively responsible position or an equivalent amount of related education and experience.
- Demonstrated advanced proficiency (80%) in the use of Microsoft Office 365, MS Teams and various computer software programs pertinent to this position’s responsibilities.
- Demonstrated ability to keyboard accurate

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