Administration Assist

1 day ago

Kitchener, Ontario, Canada City of Kitchener Full time

Overview
Provides administrative, statistical and minor technology support to the Deputy Fire Chiefs, Apparatus & Equipment and Suppression divisions.

(Temporary Full Time for Approximately 12 Months)

Responsibilities

  • Provides administrative support to the Deputy Fire Chiefs, Apparatus & Equipment Division, Suppression Division and other management staff.
  • Prepares, posts and distributes Departmental Bulletins, Health and Safety bulletins, Safety messages and memos for Fire management.
  • Schedules and coordinates meetings; prepares agendas; takes minutes/notes; prepares correspondence; distributes material; arranges meeting rooms and catering.
  • Provides non-emergency administrative assistance to the Deputy Fire Chiefs and other management staff during large-scale emergency incidents; acts as a scribe; runs errands; assists with communications; research information as required.
  • Orders Fire supplies and equipment by completing work order forms and tenders.
  • Enters all invoice payments, cheque requisitions, field orders, purchase orders, and credits in SAP for the Apparatus & Equipment and Suppression division.
  • Updates and monitors budget workplans for Apparatus & Equipment and Suppression division, including operating and capital budget.
  • Completes monthly concur claims for Deputy Fire Chiefs, Apparatus & Equipment and Suppression staff.
  • Assists with the preparation of payroll information bi-weekly.
  • Coordinates staffing changes within Fire with Human Resources and Payroll, including onboarding new hires, promotions, increments and retirements. Assists with the administration of the Fire Department attendance management/staffing software "Telestaff" and records, maintains, and reconciles sick leave, vacation, flex time, lieu time, red circle time, overtime amounts and position premiums.
  • Maintains employee contact/call-in list.
  • Performs other related duties as assigned.

Education

  • Minimum Grade 12 diploma, with up to one-year additional post-secondary job-related courses.

Experience

  • Minimum of one-year related experience in an administrative position.

Skill Equivalency (if applicable)

Additional Requirements

  • Reliable wh a good attitude and employment record.

Knowledge, Skills, And Abilities

  • Ability to apply approved policies, procedures, and collective agreements to administrative and statistical tasks.
  • Ability to maintain confidential information.
  • Strong interpersonal skills to provide excellent service to both internal and external customers in a courteous and professional manner.
  • Excellent verbal and written communication skills, be well organized and able to manage multiple tasks and deadlines.
  • Attention to detail is critical, with excellent data entry and proof-reading skills.
  • Demonstrated knowledge of Emergency Services, practices, and terminology.
  • Posses mathematical skills and be able to perform calculations accurately.
  • Ability to read, calculate and explain statistics in order to convey data into reports.
  • Highly proficient with Microsoft Word, Excel, PowerPoint, Outlook and the Internet. Proven ability to work independently and meet deadlines under pressure.
  • Demonstrated ability to participate as an effective team member.
  • Knowledge of SuccessFactors, Peoplesoft, Telestaff, ERS and Adobe software systems.

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