Fire and Emergency Services Administrative Support

Job ID:

- J0725-0975
- Position Number:

- 25-101e
- Job Title:

- 25-101e - Fire and Emergency Services Administrative Support (Full Time)
- Job Type:

- Regular Full Time
- Job Category:

- Fire and Emergency Services
- Open Positions:

- 1
- Employee Group:

- IAFF
- Date Posted:

- August 1, 2025
- Closing Date:

- August 15, 2025

**NATURE OF THE WORK**
This is administrative support work of moderate complexity, performed in the Fire and Emergency Services Division. The work includes responsibility for receiving, preparing and maintaining records, including data entry related to the Fire Inspection Program and assisting in other areas such as Administration, Training and Emergency Preparedness as required. In addition to providing clerical support to the department, the incumbent is the department’s receptionist, responding and directing phone calls and directing walk in traffic. Subsequent to receiving initial instructions, an employee of this class is responsible for the effective performance of diversified but recurrent clerical duties. Work is periodically reviewed by a superior for accuracy and conformance to established procedures and sound office practices.

**ILLUSTRATIVE EXAMPLES OF WORK**
- Provides administrative and clerical support to the Fire and Emergency Services Division, receives, prepares and maintains records, including data entry related to the Fire Inspection Program and assists other areas such as Administration, Training and Emergency Preparedness as required
- Inputs inspection results, generates violation letters as required and inputs monthly training schedules using the Fire Department Management Software (FDM) and APX programs and collects and assembles a variety of records and statistics
- Provides data entry and support to maintain departmental electronic file structure in accordance with established policies and procedures
- Prepares a variety of correspondence and memorandums from copy, rough draft or general instructions
- Performs a variety of office duties such as answering switchboard, receiving and signing for deliveries and greeting and directing visitors as required
- Provides support related to technical issues with computer/laptop/software programs/printers as required and greets and directs visitors as required
- Provides factual information and assistance to the public and other City personnel on matters related to departmental rules, regulations, procedures and programs
- Liaises with a variety of City Departments as required and represents the City and the Department in a positive and professional manner
- Assists the City in providing emergency services as required
- Performs related duties as required

**KNOWLEDGE, ABILITIES AND SKILLS REQUIRED**
- Sound knowledge of the Department’s organizational structure and of applicable rules, regulations and policies
- Sound knowledge of business writing, office practices and procedures
- Ability to establish and maintain effective working relationships with employees and to deal tactfully and courteously with members of the general public
- Ability to represent the City and the Department in a positive, professional manner.
- Ability to perform a variety of clerical tasks and make non-complex calculations and computations
- Ability to communicate effectively both verbally and in writing
- Ability to operate a variety of standard office equipment
- Ability to follow verbal and written instructions and work effectively with mínimal supervision
- Strong interpersonal skills

**EDUCATION, TRAINING AND EXPERIENCE REQUIRED**
- Completion of Grade 12, supplemented by or including courses in general office procedures and two (2) years’ recent related experience working in a clerical support role; or an equivalent combination of training and experience