Fire Services Administrative Coordinator

2 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 a**:
FIRE SERVICES ADMINISTRATIVE COORDINATOR
Fire Department
(Permanent, Full-Time)
Job Posting #983-10-24
**POSITION SYNOPSIS AND PURPOSE**:
Reporting directly to the Fire Chief, and indirectly to other members of the Fire Administration Team, the Fire Services Administrative Coordinator is responsible for a broad range of administrative duties for the fire department. These include but not limited to general administration, financial management, procurement, emergency management, and payroll processing to support the Fire department operations. This role is responsible for ensuring compliance with documentation and regulatory requirements for the Office of the Fire Marshal, Emergency Management Ontario, and contracts with other government agencies. The Fire Services Administrative Coordinator prioritizes, coordinates and manages projects with a high level of professionalism and attention to detail, ensuring the confidentiality of sensitive information and documents.
**MAJOR RESPONSIBILITIES/ACCOUNTABILITIES**:
Administration (60%)
- Provides administrative support for the Fire Chief and Deputy Chief including confidential and routine correspondence, arranging meetings, and taking minutes at meetings including PC/Senior Officer meetings.
- Oversees the submissions of Ministry of Transportation and Fire Department billing for revenue accounts to ensure quality assurance.
- Assist with compliance submissions for Emergency Management Ontario, Office of the Fire Marshal, Ministry of Transportation, and all legislative government divisions where Fire or corporate entries are coordinated through Fire administration.
- Produces reports from various databases as required by Fire Administration by identifying and organizing the required information, compiling data, designing format and printing reports.
- Coordinate the preventative maintenance function for all office equipment and the ordering/stocking of centralized office supplies.
- Manages coordination with facilities services relating to fire facilities and oversees facility maintenance and manage repairs with internal departments.
- 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.
- Responsible for the collection, compilation and tracking of service contracts and performance statistics.
- Assist with maintaining and updating departmental standard operating procedures.
- Coordinates public or internal communications on all platforms on behalf of STFD including monitor, review, verify, write/update services and program information as related to STFD activities.
- Oversee and provides event coordination/support (i.e. Fire Prevention Week, retirement events, recruit graduation)
- Act as liaison with the Information Technology division for any STFD networking, hardware, and software difficulties.
- Participates on the City’s I.T. Steering Committee on behalf of STFD.

Financial Administration and Procurement (30%)
- Maintains a variety of financial records, purchase orders and cheque requisitions.
- Develops and prepare the annual operating budgets for Fire administration within the Fire department and managing the associated operating accounts for these functions throughout the year.
- Responsible for the assembly of minor capital accounts; assembly and tracking of performance statistics; payment processing, as approved by Fire Management.
- Maintain accurate and up to date department databases and spreadsheets i.e. clothing allowances and budgeting.
- Administer and monitor the department’s purchases and inventory control process and assesses departmental needs for supplies, products, and equipment.
- Responsible for all payments of fire department invoices; review for correctness of billing and receipt of service or products, ensure prompt payment of all invoices. Monitor accounts advising Fire Chief of potential overspending.
- Assists with the preparation of grants including submission of contracts and insurance, calculate and invoice/submit reports for amount owed for the grants.
- Review operating and capital costs monthly and report variances to the Fire Chief.
- Oversee contracts for the provision of and/or purchase of goods and services for the department.
- Submit monthly corporate credit card statement and receipts for payment for all Fire department corporate credit cards.
- Coordinate the department’s uniform and clothing program for Fire Chief, Deputy Fire Chief and STPFFA members 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

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