Administrative Assistant to The Director and Chief of Fire Services

**Division**: Fire Services
**Department**: Community Services
**Initial Reporting Location**: Van Horne Fire Hall

**Job Status**: Permanent Position

**Affiliation**: Non Union
**Hours of Work**: 70 hours bi-weekly
**Shift Work Required**: n/a
**Range of Pay**: Group 7 - $2,198.00 to $2,614.50 bi-weekly

**The start date will follow the selection process.**

**Main Function**:Contribute to the proficiency of the division and organization by providing a full range of administrative support. Support the Director and Chief of Fire Services, divisional Managers/Deputy Chiefs, and senior leadership in the organization with enterprise initiatives and strategic objectives through organizational awareness and collaboration.

**Duties**:
2. Respond to requests and enquiries and resolve issues in a timely manner on behalf of and in support of the Director, where appropriate.
3. Support organizational communication and collaboration by acting as a liaison for inter-divisional and organizational information sharing, communications, and various matters, including those of a confidential matter.
4. Assist with the timely development of various reports, presentations, and documents and conduct necessary research to ensure accurate information.
5. Contribute to the completion of enterprise-wide documents, such as budgets, financial reports, and work planning exercises by initiating and actioning related processes and communications, collecting and ensuring accuracy of information collected and presented, flagging milestones and timelines, etc.
6. Contribute to the overall effectiveness of the organization by analysing and identifying opportunities to improve administrative standard operating procedures and processes.
7. Perform various administrative functions such as scheduling meetings, taking minutes, maintaining various records including employee training records and documentation, coordinating calendars and issues on behalf of and at the direction of the Director, arranging travel for divisional staff, coordinating training sessions and other events for staff, and maintaining websites.
8. Support the administration of finance related processes and procedures by monitoring budgets and flagging concerns to the appropriate leadership staff, processing expenses and purchase orders, reconciling various expense claims, etc.
9. Support the recruitment, onboarding, and training of divisional employees and other human resource related policies and procedures.
10. Support confidential labour relations matters.
11. Provide support to the Emergency Operations Centre (EOC) on a 24/7 basis as required, in the event of a declared emergency or disaster.
12. Adhere to and provide administrative support, guidance, and direction to staff throughout the Division regarding policies, procedures, and document control on behalf of the Director and Chief of Fire Services.
13. Develop and maintain a thorough working knowledge of CGS’s Safety Manual and the applicable Provincial Legislation listed therein.
14. Perform other related duties as required.

**Qualifications**:
**Education and Training**:

- College diploma or equivalent work experience in business, administration, or a related field from a recognized college with Canadian accreditation.
- Successful completion of AMCTO Municipal Administration Program considered an asset.
- Obtain IMS 100 within the first year of employment and participate in regular training as required.
- Additional education initiatives to update and expand competencies.

**Experience**:

- Minimum of four (4) years of responsible related experience.

Or

**Education and Training**:

- Secondary School (Grade XII) education.
- Successful completion of AMCT Municipal Administration Program considered an asset.
- Administrative Assistant Diploma from a Community College considered an asset.
- Obtain IMS 100 within the first year of employment and participate in regular training as required.

**Experience**:

- Minimum of six (6) years of responsible related experience.

**Knowledge Of**:

- Current and emerging management issues within CGS.

**Abilities To**:

- Demonstrate organizational ability, time management, strategic thinking skills, adaptability, and judgement.
- Demonstrate a high level of competency in typing.
- Demonstrate the ability to work independently and under pressure.
- Able to handle confidential information with discretion.
- Demonstrate interpersonal skills and the ability to build relationships with the public, staff, political representatives, business/community leaders, outside groups, and agencies.
- Communicate effectively orally and in writing.

**Personal Suitability**:

- Mental and physical fitness to perform essential job functions.

**Language**:

- Excellent use of English; verbally and in writing.
- French verbal skills highly desirable; written skills an asset.

**Other Requirements**:

- May require the use of a personal or CGS vehicle on CGS business. Must be physically capab