Supervisor, Administrative Services

4 months ago

Oakville, Canada Town of Oakville Full time

**Job Details**:
Permanent Full Time (Non-Union)

**Posting Status**:
Open to all current Town of Oakville employees and external applicants

**Closing Date**:
Applications for this position must be received at oakville.ca by no later than **September 29, 2024.***

Reporting to the Fire Chief, the Supervisor, Administrative Services is responsible for overseeing the day-to-day activities of the administrative support team for Fire Management including supervising non-union and unionized staff, overseeing various administrative support functions for departmental divisions, ensuring documentation compliance for the Office of the Fire Marshal, Emergency Management Ontario, and contractual requirements with other government agencies. The Supervisor, Administrative Services will also be responsible for overseeing data analytics and will provide technical support for Fire specific programs (i.e. Telestaff)

**What can I expect to do in this role?**
- Leads, inspires and supervises administrative and support staff, including recruitment and selection, regular training, coaching, development, scheduling, evaluation, performance assessments and any disciplinary action as required. Coordinate department new hire onboarding including access/ID cards.
- Identifies and communicates departmental priorities, sets goals and objectives, triages and assigns work, timelines, levels of service, performance measures and accountabilities to deliver effective services and meet customer expectations while balancing resource constraints.
- Provides administrative support for the Fire Chief and Deputy Chiefs including confidential and routine correspondence, arranging meetings and taking minutes at meetings including labour management and Senior Leadership meetings.
- Maintains program information using spreadsheets and/or database software.
- Oversees the submissions of Ministry of Transportation and Fire Department billing for revenue accounts to ensure quality assurance.
- Coordinates the annual preparation, consolidation and revisions to the departmental emergency plan and an active participant on Emergency Operations Centre Operations subcommittee meetings.
- Responsible for compliance submissions for Emergency Management Ontario (EMO), Office of the Fire Marshal (OFM), Industry Canada, Ministry of Transportation and all legislative government divisions where Fire or corporate entries are coordinated through Fire administration.
- Maintains a variety of financial records such as petty cash fund, purchase orders and cheque requisitions.
- Coordinates exception reporting processing and submissions to meet payroll deadlines.
- Coordinate and assign work, provide direction to staff and ensure that assigned tasks are completed.
- Produces reports from various databases/dashboards as required by Fire Management by identifying and organizing the required information, compiling data, designing format and printing reports.
- Coordinates the preventative maintenance function for all office equipment and the ordering/stocking of centralized office supplies.
- Develop and prepare annual work plans for the Fire administration team, including the analysis of information, data, progress, etc. to continually improve program and activities performed.
- Maintain and manage confidential correspondence and information related to employee records, performance reviews, union matters etc.
- Develop and prepare the annual operating budgets for office administration services within the Fire department and managing the associated operating accounts for these office functions throughout the year.
- Develops recommendations for new and improved methodologies in functions supporting operations.
- Manages coordination with facilities services relating to fire facilities and oversees facility maintenance forms and manage repairs with internal departments. Liaison and coordination with other town departments (i.e Purchasing, IS, H/R, Finance, Asset Management, FCM, Legal etc.) as required.
- Manage software systems including TeleStaff and inventory control programs or legislative requirement program systems.
- Key Performance Indicator (KPI) tracking and reporting along with data collection and submission for OFM and EMO.
- Oversee the preparation and analysis of internally and externally acquired Fire Services data that supports the design, delivery and evaluation of Fire department strategies, policies, practices and programs including: response time, call volume, standard incident reporting, NFPA coverage standards, First Due program rollout, records management system reporting and data sourcing.
- Responsible for the collection, compilation and tracking of service contracts and performance statistics and manage departmental Standard Operating Procedures.
- Responsible for the assembly of minor capital accounts; assembly and tracking of performance statistics; payment processing, as approved by Fire Management.
- Responds to outside or internal queries and

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