Administrative Clerk

2 weeks ago

Oakville, Canada Town of Oakville Full time

**Job Details**:
**Temporary Full Time (CUPE 1329T)**:
**Posting Status**:
**Open to all current Town of Oakville employees and external applicants**:
**Duration**:
**Approximately 16 months**:
**Reason for Vacancy**:
**Leave of absence**:
**Closing Date**:
**Applications for this position must be received at oakville.ca by no later than 11:59 pm on**August 1, 2025.**:
Reporting to the Deputy Fire Chief, Prevention, Public Education & Stakeholder Engagement and working collaboratively with the administrative team, the Administrative Clerk provides day-to-day administrative clerical support for both the Training and Fire Prevention divisions.

**Responsibilities**:

- Provide day-to-day administrative clerical and customer service support for the divisions.
- Create correspondence, staff reports and forms.
- Complete file searches and Freedom of Information requests and complete necessary documentation.
- Attend meetings, develop agendas and transcribe minutes.
- Assist in the coordination, planning and execution of Fire services events (i.e. Fire Prevention Week, recruit graduation, Waterfront Festival, etc.).
- Support training course delivery for the Oakville Fire Department and Regional Training Centre offerings.
- Book rooms for workshops, meetings and conferences.
- Update and maintain filing systems including street files and training records.
- Compile statistics and generate weekly, monthly and annual reports.
- Bill for fees and reconcile receivables generated from By-law 2015-113 (Fees for Service).
- Liaise with the Ministry of Transportation for billing and cost recovery related to highway emergency response.
- Maintain office supplies inventory.
- Assist with the preparation and organization of manuals, pre-course material, public education material, etc.
- Respond to facility rental inquiries and coordinate facility rentals including scheduling and ensuring appropriate documentation.
- Process demolition clearance forms and input inspection reports.
- Maintain fire route by-law documentation including documents, list of all fire routes, notices, binders, etc.
- Provide back-up and support for other administrative staff.
- Performs others duties as assigned.

**Qualifications**:

- Completion of post-secondary education in Business or Office Administration or related field combined with at least with 3 years related experience.
- A combination of education and experience may be considered.
- Proficiency in Microsoft Office (i.e. Word, Excel and PowerPoint) required.
- Excellent communication, organization, interpersonal and customer service skills.
- Excellent attention to detail and proven ability to take initiative.
- Proven ability to multi-task.

***:
**DATED**:**July 25, 2025**:
**We thank all applicants and advise that only those selected for an interview will be contacted.

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