Administrative Assistant

Full Time, Permanent (6-month probation)

ABOUT THE ONTARIO ASSOCIATION OF FIRE CHIEFS

The Ontario Association of Fire Chiefs (OAFC) represents the Chief Fire Officers from the 437 Fire Departments across the province in leading innovation and excellence in Public and Life Safety. Our mission is to provide leadership and support to the Ontario fire service through advocacy in service delivery, public and firefighter safety. We are the trusted leader in the fire service by inspiring and influencing a safer Ontario.

ABOUT THE ROLE

Reporting to the Executive Director, the Administrative Assistant provides administrative support to all OAFC staff members and the Board of Directors.

PRIMARY RESPONSIBILITIES

• Distributes all committee and working group meeting invitations and materials in collaboration with the committee chairs.
• Attends and produces minutes from all committee and working group meetings for approval by committee chairs.
• Identifies actionable items and requests from each committee and working group meeting for committee chairs in collaboration with the Executive Director (ED).
• Allocates/ transfers all approved minutes to committee specific section of ‘Basecamp’ records management system once approved by the Committee Chair.
• Acts as a backup/ second for the Executive Administrator and the Member Services Coordinator, as required, to maintain operations of the OAFC.
• Working in collaboration with the Program, Policy and Government Relations Advisor, provides administrative support to the Driver Certification Program (DCP), including but not limited to the booking of Instructors at requested locations, and maintaining records of all requests.
• Working in collaboration with the Program Policy and Government Relations Advisor, provides administrative support to the Signing Authority (SA) courses including but not limited to:  developing and maintaining a database of candidates, ensuring all candidates have the required prerequisites including licence confirmations and printing and packaging all course materials.
• May/ will be required to attend OAFC events and provide onsite support to all OAFC staff and the Board of Directors, as required.
• Attends and participates in all staff meetings and training as scheduled/ required.
• Assists OAFC staff when requested/ as required.
• Assists OAFC staff in developing efficiencies utilizing technology.
• Contributes and collaborates on any information for member communications as required.
• Assists in providing online, website, and/ application-based member services which include, but are not limited to, member and participant surveys, data collection, course registrations and distribution of course materials, conference and seminar registrations and preparation of participant materials.
• Follows all policies as set out for staff in the OAFC staff handbook and additional appendices.
• Contributes to and maintains a positive and harmonious work environment with all OAFC staff, board of directors, sponsors and industry partners.

QUALIFICATIONS & EXPERIENCE

• Post-secondary education in office administration, or related field. Additional technical and vocational education and training considered an asset
• 1-2 years experience working in an office environment
• Proficiency with technology (i.e., MS 365, Mailchimp, ADP software, Drupal or other web platforms, QuickBooks online)
• Highly organized and multi-task oriented with strong attention to detail
• Ability to work independently and as a team player
• Excellent interpersonal and communication skills

WORK SCHEDULE & LOCATION

Monday to Friday, 8:30 am – 4:30 pm, with 1-hour unpaid lunch (35 hours per week).

With its business office located in Ajax, Ontario, the position offers flexibility between regularly scheduled workplace attendance and virtual, remote work from home.

COMPENSATION

Salary range from $38,220 to $45,500, commensurate with qualifications and experience. The OAFC offers an attractive benefits package (after 3 months) as well as immediate participation in the Ontario Municipal Employees Retirement System (OMERS).

DIVERSITY AND ACCOMMODATION

The Ontario Association of Fire Chiefs is an equal-opportunity employer that values diversity in the workplace. We are happy to accommodate any individual needs in keeping with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. If you require accommodation to participate in the hiring process, please contact us to make your needs known in advance. Personal information collected through the recruitment process will be used solely to determine eligibility for employment.

The Ontario Association of Fire Chiefs office is located on lands which is the traditional territory of the Anishinaabe Mississauga, adjacent to The Mississaugas of Scugog Island First Nation, and in the territory covered by the Williams Treaty.