Administrative Assistant, Fire Services

4 weeks ago

Brampton, Canada City of Brampton Full time

**Job Description**:
**JOB TITLE**:Administrative Assistant, Fire Services

**DEPARTMENT**:Fire & Emergency Services

**POSTING NUMBER**:105251

**NUMBER OF POSITIONS**:1

**JOB STATUS & DURATION**:
**Temporary 12-month contract**

**HOURS OF WORK**:35 hour workweek

**LOCATION**:you will report onsite to the location of Fire Department Headquarters.

**SALARY GRADE**:2

**HIRING SALARY RANGE**:$56,043.00 - $63,049.00 per annum

**MAXIMUM OF SALARY RANGE**:$70,054.00 per annum

**JOB TYPE**:Management and Administration

**POSTING DATE**:March 15, 2023

**CLOSING DATE**:March 21, 2023

**AREA OF RESPONSIBILITY**:
Reporting to the Office Coordinator, this position provides senior administrative and communication support to ensure the smooth day-to-day operational functioning of the Fire & Emergency Services, and is available to provide a timely response to emerging administrative needs.
- Information management. Handles electronic, written and verbal requests for information on behalf of Senior Chief Officers. Prioritizes requests and responds accordingly, or forwards to others for a response. Produce clear, comprehensive and accurate business documents.
- Communication support. Assists in preparing correspondence, briefs, meeting agendas and minutes, and formatting of reports and presentation materials. Conducts research (i.e. web based) on topics related to Divisional operations and issues. Takes meeting minutes. Acts as Divisional liaison when dealing with Councillors, Department Heads and the public. Greeting and welcoming visitors, first point of contact, receiving and re-directing all incoming and outgoing mail and packages, answering all calls and directing as needed.
- Scheduling and logístical support. Organizes and maintains digital filing systems and adjusts work plan to meet unscheduled events. Distributes agendas and minutes of meetings. Reminds senior Chief Officers of impending deadlines and assignments, and provides status updates. Arranges business travel including conference registration, accommodation and cash advances. Coordinates meeting, events and schedules.
- Budget & financial support. Maintains unit records related to overall Divisional budget administration. Monitors current financial reporting accounts for the Division and present trends, issues and status of funds on a monthly basis. Assists in budget information compilation of data for reconciliation, forecasting and co-ordination. Maintains records related to budget administration.
- Supports staff management. Administer absence tracker, timesheet coordination, input bi-weekly payroll entries, make adjustments, obtain approvals, file, respond to inquiries. Document and act as a reference point for City policies and procedures. May assist in meetings of confidential and sensitive information impacting staff. Facilitate training and provide functional guidance to staff as required.

**SELECTION CRITERIA**:
**EDUCATION**:Post-secondary certificate or diploma in Business or Office Administration or similar.

**REQUIRED EXPERIENCE**:Minimum 3-5 years providing administrative support to a senior leader, preferably in public sector, unionized environment.

**OTHER SKILLS AND ASSETS**:

- Advanced user of Microsoft Office Suite (Word, Excel, and PowerPoint) including Microsoft Teams, and SharePoint.
- Excellent communication skills, written and oral, English language
- Knowledge of municipal operations, including departmental and council proceedings, considered an asset
- Excellent organizational and project management skills

LI-MG1
- **_
- Various tests and/or exams may be administered as part of the selection criteria._

**Alternate formats will be provided upon request.**

**Interview**:Our recruitment process will be completed with video conference technology.

***

As part of the corporation’s Modernizing Job Evaluation project, this position will undergo an evaluation which may result in a change to the rate of compensation. Any changes affecting this position will be communicated as information becomes available.

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