Fire Services Administration Assistant

5 months ago

Victoria, Canada Capital Regional District Full time

**Fire Services Administration Assistant**:
**Summary**
This position is responsible for providing administrative support to the CRD Fire Services including local service area fire departments and the regional emergency hazmat team on behalf of CRD Protective Services.

**Key Duties & Responsibilities**
- Provides administrative support for Fire Services.
- Assists with day-to-day support for Manager, Fire Services and Electoral Area (EA) fire departments.
- Performs data entry for fire departments and the regional hazmat team using fire department records management software, including creating and maintaining personnel records, tracking attendance to events, and generating payroll reports as required.
- Provides a range of functions related to fire services meetings, including scheduling and preparation and distribution of agendas and minutes.
- Provides administrative support to the regional hazmat team coordinator for team operations, training and events, including support for scheduling, preparation of training materials, distribution of team clothing, and ordering catering as required.
- Provides administrative support for commission, committee, and other divisional meetings, keeping full and complete minutes of the proceedings as required.
- Receives, tracks, codes, processes P-card statements, invoices, and expense claims ensuring all required documentation is attached.
- Under supervision of the Emergency Management Assistant, ensures all Protective Services deadlines are met and information flow is maintained.
- Assists with reports for the Manager, Fire Services or fire departments as required.
- Maintain effective relationships with CRD staff and stakeholders, including fire department leadership and administration, fire department societies and commissions, neighbouring local governments, and community groups.
- Receives, tracks, and submits fire tasks to outside agencies as required.
- Maintains standardized formats for correspondence, reports, manuals, and other documents.
- Undertakes necessary training and acts as part of an emergency operations centre (EOC) team as required during activities and exercises.
- Support the development and distribution of EOC situation reports and incident command system documentation.
- Participates in emergency responses, training, and initiatives as required.
- Follows all policies, procedures, and standards of the CRD.
- Performs other related duties as required.

**Additional Information**
- Work experience in a finance or technical services area is considered an asset; and
- Work experience in a fire department or emergency services is considered an asset.

**Key Skills & Abilities**
- Excellent communication (verbal and written), interpersonal and customer service skills are required.
- Proficiency and experience with word processing (MS Word), spreadsheets (MS Excel) and presentation (MS PowerPoint) software.
- Strong data entry skills.
- Excellent organization and prioritizing skills.
- Experience working in an administrative capacity.
- Experience operating a variety of standard office equipment.
- Strong ability to follow direction and ask for clarification when required.

**Qualifications**
- Diploma in a related discipline
- A minimum of 2 years' directly related experience

**Certifications**
- Valid BC Driver's Licence

**Other Details**
**Rate of Pay**: $33.57 - $35.74 per hour
**Hours of Work**: Guaranteed 35 hours bi-weekly. However, additional funded hours may be provided for this role

**Applications**

Education : College, CEGEP or other non-university certificate or diploma from a program of 1 year to 2 years
Experience : 2 years to less than 3 years

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