Administrative Support Assistant

**Job Posting**

The Administrative Support Assistant is responsible for the provision of administrative duties, including administrative asset management and procurement responsibilities, with a strong focus on customer service. This position requires a team player with technical, organizational and communication skills.

**DUTIES AND RESPONSIBILITIES**:

- Provides clerical and administrative support by reviewing, responding to and directing inquiries, arranging appointments, and preparing correspondence.
- Prepares other documents such as information tables, phone lists, reports and ensures follow up.
- Schedules meetings; arranges facilities, equipment and other logístical requirements.
- Prepares agendas, records and distributes minutes; follows up and ensures completion of action items.
- Prepares reports using FDM database for analysis and assessment of training records.
- Assists with the development of and maintains a classification system for all training records consistent throughout the Division.
- Maintains training resource library for Division/HRFE.
- Enters and maintains accurate training records in FDM for HRFE.
- Ensures operating manual is developed and maintained.
- Prepares and submits attendance sheets, tracks overtime and TOIL for the Division.
- Ensures proper procedures are followed for the purchase of goods and payment of invoices, including monitoring requisitions and purchases.
- Responsible for petty cash for the Division; reconciliation and replenishment.
- Maintains the Departmental Training Schedule, and updates HRFE’s web pages.
- Responsible for the maintenance of training materials and assisting officers with revisions.
- Tracks certifications of Fire personnel, including creation of certificates upon course completion
- Researches and presents options for purchases of resource materials and training aids.
- Reviews daily operational training reports, identifies omissions, redirects for correction.
- Coordinates external training, including scheduling, booking, travel arrangements, participant notification.
- Responsible for scheduling Fire Training facilities.
- Develops and maintains an effective records management system for all training files and records, with the assistance of Fire’s Records Management Clerk and Records Manager.
- Submits training records to File Clerk for placement in Personnel Files.
- Acts as a liaison between Operational members and the Training Division.
- Performs other related duties as required.

**QUALIFICATIONS**
**Education and Experience**:

- Diploma in Business Administration or Secretarial Diploma
- Minimum three years of experience working in an administrative position

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

- Proficient in the use of computer related software (Word, Excel, PowerPoint, and Outlook)
- Ability to take direction, work independently and coordinate with others
- Strong customer service and communication skills
- Ability to maintain a high degree of confidentiality at all times

**Please note** - Testing may be conducted as a component of the selection process to assess technical and job specific knowledge.

**Competencies**: Communication, Customer Service, Organizational Awareness, Organization & Planning, Teamwork & Cooperation, Valuing Diversity, Values & Ethics

**SECURITY CLEARANCE REQUIREMENTS**:Applicants may be required to complete an employment security screening check.

**WORK STATUS**: Temporary, full-time (up to 12 months)

**HOURS OF WORK**: Monday to Friday, 8:30 a.m. to 4:30 p.m.; 35 hours per week

**SALARY**: $27.58 per hour; level 4 as per the NSGEU Local 222 Collective Agreement

**WORK LOCATION**:1 Metropolitan Avenue, Lower Sackville, NS

**CLOSING DATE**:Applications will be received up to 11:59pm on October 15, 2024

Please note: We thank all applicants for their interest in this position. Only those applicants selected for interview/testing will be contacted.

During the recruitment process, applicants have the right to request accommodation. Applicants invited to participate in an assessment process (such as an interview or testing) and who require accommodation, should discuss their needs with the Recruiter when invited to the assessment process.

(position # 72285877)