Fire Administrative Coordinator

Classification:  Full-time Permanent/35 hours per week
Hourly wage:  5 Step Pay Grid - $37.56 to $43.93/hour based on experience plus a comprehensive benefit package
Start Date:  End of March/Early April

Opportunity

Reporting to the Director of Emergency Services/Fire Chief, the Administrative Coordinator is responsible for administering, coordinating and maintaining the job responsibilities associated with the management of administrative functions within the fire department. The Coordinator will work closely with the Human Resources Manager respective to personnel files and payroll related information. The Coordinator will administer and maintain daily processes respective to but not limited to: training, activity reports, inventory, writing orders, health and safety administration while executing the duties as the primary public contact for the department responding to general information inquiries.

Position Responsibilities

• Manages the administrative responsibilities of the Fire Department under the support of the Fire Chief and/or designate.
• Maintains accurate data for payroll processing which includes the collection, verification and remittance to the HR Manager.
• Is the administrator for the Fire Department’s First Due software program ensuring all data is current and entered in a timely manner.
• Responsible for record keeping and maintaining of inventory records within fire services.
• Assists the Fire Chief with financial management and leads record keeping related to emergency response, training, fire prevention and public education activities and events.
• Administers and maintains all documents for the Fire and Emergency Services personnel, positions, seniority, promotions, years of service records. Performs data entry for personnel, training, fire prevention and emergency incidents.
• Generates reports and maintains records regarding Standard Incident Reports to the Ontario Fire Marshal’s Office, fire fighter activity reports, health and safety records including agendas, minutes and action items resulting from meetings.
• Updates Fire Services documents including Standard Operating Guidelines as necessary.
• Respond to inquiries and complaints in consultation with the Fire Chief.
• Prepare letters, memorandums, reports and other documents as required.
• Assist with the purchasing needs of the department by requests/tenders for goods and services, completing required documentation and verifying invoices on arrival, coding and submitting to Accounts Payable for processing.
• Perform other duties as assigned by the Director of Emergency Services/Chief.

Skills and Qualifications

• Minimum of 3-4 years’ experience in an administrative role.
• Two (2) year Community College Diploma in office or public administration or related discipline.
• Experience in municipal government or emergency services would be an asset.
• Thorough knowledge of accounting practices, records management, and excellent computer skills using Microsoft Office Applications (Word, Excel, PowerPoint and Outlook) and office equipment.
• Problem solving skills, discretion and sound judgement when handling confidential/sensitive information and communicating with individuals regarding sensitive matters with the ability to maintain confidentiality.
• Excellent organizational and analytical skills with the ability to prioritize and meet deadlines regularly. High degree of accuracy and attention to detail with record keeping skills.
• Superb customer service, interpersonal, verbal and written communication skills with the ability to interact effectively with municipal staff, elected officials, residents and other agencies.
• Availability to attend evening meetings and/or work overtime to accommodate peak periods and workloads.