Volunteer Program Administrative Assistant

**Job Posting**

Under the supervison of the Manager, Administrative Services, this position is responsible for the independent delivery of a wide range of critical administrative functions to support HRFE’s Volunteer Firefighter Program. Daily work assignments regarding the program are under the management of the Manager, Volunteer Sector. These functions include administration of full-cycle recruitment, creation and maintenance of volunteer records, coordination and oversight of the volunteer recognition program, related payments and awards, organization and planning of meetings, events and formal ceremonies, as well as supporting the promotion of HRFE volunteer recruitment and related outreach activities.

**DUTIES AND RESPONSIBILITIES**:

- Volunteer Recruitment and Related Personnel Processes:_
- Assists in the review of current volunteer recruitment processes, and the development and implementation of relevant tools and processes to facilitate increased efficiency in volunteer firefighter recruitment, onboarding, and retention.
- Conducts volunteer meetings and recruitment information sessions throughout HRM with the Manager, Volunteer Sector, and the outreach committee where applicable.
- Ensures recruiting and related activities support and promote applicable workplace diversity and inclusion objectives and comply with legislation and HRM policies.
- Drafts offers for volunteer positions and prepares and tracks related onboarding documents.
- Assists with the recruitment process through outreach, communication, and public information, including, but not limited to social media, traditional media, advertisements, signage, and event planning. This position supervises, coordinates, and independently leads events.
- Volunteer Recognition Program:_
- Under tight timelines, works with key stakeholders to conduct quality assurance reviews of quarterly and annual honorarium reports to ensure data is accurate and complete.
- Reviews attendance data and requests additional reports as needed in collaboration with the data analyst. Produces reports for the Manager, Volunteer Sector.
- Supports and monitors the volunteer firefighter on call program by collecting data from Station Captains and providing reports to the Manager, Volunteer Sector.
- Administration:_
- Provides clerical and administrative support to the Manager, Volunteer Sector by reviewing, responding to, and directing inquiries.
- Prepares letters, correspondence, forms and other documents; maintains an organized file system including copies of documents; maintains and retrieves archived records.
- Updates relevant databases and generates reports as required. Includes personnel records, keystone information, honorariums, and payroll.
- Provides assistance with research, best practices, preparation and drafting of reports, and special projects.
- Identifies and implements effective administrative procedures and process improvements to support the efficient operation of the volunteer sector.
- Schedules meetings; arranges facilities, equipment and other logistics requirements.
- Builds strong, effective and collaborative relationships with key internal and external stakeholders and departments.
- Required to provide back-up for other administrative staff during approved leaves, etc. and provide limited administrative support to the Office of the Fire Chief.
- Assists the Manager, Volunteer Sector with other projects, events, and duties as required.

**QUALIFICATIONS**:
**Education & Experience**:

- Completion of a two-year diploma program or undergraduate degree in a related discipline from a recognized educational institution.
- Minimum two years’ related experience in an administrative or similar role.
- An equivalent combination of education and experience may be considered.
- Demonstrated experience administering and managing full life-cycle recruitment is considered an asset. This includes using innovative job postings, social media, enhanced sourcing techniques, and by taking a consultative approach with partners.
- Demonstrated experience providing excellent client service.
- Experience having worked in the fire service is considered an asset.
- Class 5 driver’s license is required.

**Technical / Job Specific Knowledge and Abilities**:

- Proficient in the use of computer related software (Including MS Word, Excel, PowerPoint, and Outlook) as well as applicant tracking systems.
- General understanding of database concepts.
- Knowledge of HRFE's Records Management System (I.e. FDM) considered an asset.
- Knowledge of HRFE's organizational structure, operations, and culture considered an asset.
- Ability to maintain a high degree of professionalism and confidentiality.

**Security Clearance Requirements**:Applicants may be required to complete an employment security screening check.

**COMPETENCIES**:Valuing Diversity, Analytical Thinking, Communication, Customer Service, Organizational Awareness, Organization & Planning, Networking & Relatio