Fire Services Administrative Program Coordinator

EMPLOYMENT OPPORTUNITY

**FIRE SERVICES ADMINISTRATIVE PROGRAM COORDINATOR**

**A rewarding, exciting and challenging experience awaits**

We are looking for a Fire Services Administrative Program Coordinator to join our team that has a passion for serving their community This role responsible for providing the administrative support and program coordination to the Regional Fire Department.

Reporting to the Regional Fire Chief, the Deputy Fire Chief plays an integral role in the operations of the Fire Department and the various regional Fire Halls.

**ESSENTIAL DUTIES AND RESPONSIBILITIES**:
**Program Coordination**
- Assisting with scheduling of training for regional practices weekly, monthly, and annually.
- Working alongside the Deputy Fire Chief - Training to coordinate training plans and schedules, assisting with the development of the training programs, and updating Policy and guidelines for internal and external individuals.
- Assist with the development and preparation of training aids and materials for the Regional Fire Chief, Deputy Fire Chief, and Deputy Fire Chief - Training.
- Gather feedback from trainers and trainees after training sessions.
- Maintain training records for full-time and paid on-call members.

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**Administration**
- Provides administrative and clerical support to the Fire Chief, Deputy Fire Chief, and Deputy Fire Chief - Training regarding Training, Fire Prevention, and the Town’s Emergency Management Program.
- Performs reception duties and provides customer service, answering phone and greeting clients at the Fire Hall.
- Schedule and coordinate meetings for the Fire Chief, Deputy Fire Chief and Deputy Fire Chief - Training.
- Coordinates ordering and maintains inventory control of office supplies, fire service supplies and Emergency Operations Centre supplies and materials.
- Generate reports and maintain records for the fire hall.
- Performs data entry for personnel records, training records, life insurance, fire prevention records and emergency incidents.
- Maintains filing system, both hard copy and digital for all fire personnel files and department needs.
- Tracks and maintains records of all bunker gear and other equipment as required to ensure compliance with expiration dates.
- Input information and maintain the fire reporting database.
- Compose and type routine correspondence and office memorandums using word processing software.
- Complete/record Incident Reports using specialized Fire Department software and create invoices for billable incidents as required.
- Assists in the preparation and distribution of agendas for meetings.
- Records and prepares minutes for regular, special and committee meetings for all Lesser Slave Regional Fire Services.
- Completes the billing and invoices for forestry, fires, and rescues.
- Maintains Firefighter contact information for all 5 halls.
- Conducts research and surveys under the direction of the Fire Chief
- Perform other related duties as required.

**QUALIFICATIONS / EDUCATION / EXPERIENCE**:

- Grade 12 Diploma
- Post Secondary education in Business Administration, Emergency Management or related field, or combination of relevant applicable experience.
- Three (3) years related work Office Administration preferred.

**SKILLS REQUIRED**:

- Knowledge of modern office procedures and methods including telephone communications, office systems and record keeping.
- Skilled in the use of computers and familiar with Microsoft Office, Word, Excel, PowerPoint, and Publisher.
- Good interpersonal skills in working with a variety of individuals and stakeholders such as ESAR, SAR, and the Society.
- Proven organizational skills.
- Excellent verbal and written skills
- The ability to multi-task in a fast-paced environment.
- Strong understanding of the importance of maintaining confidentiality.
- Ability to establish priorities, work independently and proceed with objectives under mínimal supervision.
- Ability to handle and resolve recurring problems.

**Note**: The above is not intended to be an exhaustive list of all the responsibilities and activities required for this position but gives a general nature and level of work being performed by the incumbent.

**WORKING CONDITIONS AND PHYSICAL ENVIRONMENT**:

- Extensive use of computer and telephone.
- Long periods of sitting, good lighting, temperature, and noise control.
- Minimal physical effort; occasional light lifting.
- Required to attend and investigate emergency response sites with unsettling images and content.
- Subject to working in outdoor environment.
- Use and operation of a vehicle.
- Normal working day consists of 7.5 hours; however, overtime may be required.

**HEALTH & SAFETY**:
**_
All personnel working at the Town of Slave Lake are governed by the Health & Safety Policy._**
- Ensure proper ergonomic requirements are met and good ergonomic procedures are practiced
- Ensures all operations are conducted in a safe manner and in accordance with Town Policies