Administrative Coordinator - Fire

Come join our team! We are looking for a candidate that shares our corporate values of Honesty, Excellence, Team, Fun, Creativity and Respect. These values are second nature for the successful candidate and are demonstrated in their work and interactions with colleagues and the community.

Reporting to the Senior Administrative Coordinator, this position provides administrative support for the Deputy Chiefs, Assistant Deputy Chief, and all other divisions (Training, Fire Prevention & Mechanical). It also supports the residents and businesses of the Town of Halton Hills. This is a multi-faceted, fast-paced position with frequent interruptions and conflicting priorities.

Accountabilities:

• Respond to public enquiries and provide customer service support for various needs.
• Oversee and provide event coordination support (e.g., FD functions, Fire Prevention Week).
• Administer the department's Open Air Burn Permit program.
• Coordinate calendars and project timelines for Deputy Chiefs and the Assistant Deputy Chief.
• Schedule, prepare agendas, PowerPoints, and minutes for Fire Department meetings.
• Provide administrative support for Policy Committee meetings and policy development.
• Write detailed reports and memorandums to committees and council.
• Assist in training orientation and skill development of new staff.
• Prepare and maintain attendance records, including tracking sick leaves, vacation, training records, shift scheduling, WSIB claims, payroll, and benefits.
• Liaise with Payroll Coordinators, Accounting, Finance, IT, and HR Manager as required.
• Maintain departmental files, materials, and confidential information.
• Produce reports from various databases, compile data, and design analytical dashboards.
• Analyze, monitor, and streamline internal processes for operational efficiency.
• Assist Fire Department Chiefs with recruitment processes.
• Update legislative emergency response plans and procedures and deliver annual emergency management training and exercises.
• Submit compliance documents for Emergency Management Ontario and other legislative divisions.
• Maintain long service records and complete applications for Provincial and Federal Medals and service bars.
• Arrange travel and logistics for department staff and registration for events and conferences.
• Represent the Fire Department on various corporate committees.
• Manage purchasing and inventory control for all Fire stations.
• Administer the Town’s purchasing card program and reconcile Fire Department accounts.
• Process and pay invoices, prepare cheque requisitions, payment reports, and petty cash.
• Contact vendors and suppliers for products, services, pricing, and invoice payments.
• Track budget expenses for fire and emergency services, providing variance reports to senior management.
• Assist in preparing the annual operating and capital budgets.
• Prepare procurement documents such as RFPs and tenders.
• Research, identify, and apply for grant opportunities, monitor timelines, expenditures, and submissions for awarded grants.
• Maintain accurate records of Fire Department incident reports using RMS for submission to the Office of the Fire Marshal.
• Post time-sensitive Open Air burn bans to the Town’s website.
• Provide technological support for the Fire Department, escalating to IT when needed.
• Act as administrator for communications data logging software, records management software, and CAD software.
• Maintain current content on the Fire Department webpages within the Town’s website.
• Manage Fire Department’s social media platforms.
• Update the Town and department websites to ensure information is accurate and current.

Qualifications:

• Two-year post-secondary diploma in a business-related field, or equivalent education and experience.
• Minimum of 4 years of progressively responsible administrative experience in a municipal customer service environment.
• Previous experience in a fire department is an asset.
• Experience with unionized staff and understanding of collective agreements is an asset.
• Experience with project management and assisting in large projects from inception to implementation.
• Valid Ontario Driver’s License – Class ‘G’ (no more than 6 demerit points).
• Current Police Records Check – Vulnerable Sector Screening.
• Membership in the OAFCAAA (Ontario Association of Fire Chiefs Administrative Assistant Association) is preferred.
• Working knowledge of the Ontario Fire Marshal’s Standard Incident Reporting (SIR) codes and language.
• Familiarity with records management software, communications data logging software, Firehouse, First Due, Vector Solutions, Vector Scheduling, eSCRIBE, Great Plains, FMW, AMANDA, and Dayforce is an asset.
• Proficient in Microsoft Office (Outlook, Word, Excel, Teams, PowerPoint), and Firehouse and First Due Software.
• Specialized knowledge of SQL databases, including data analysis, report writing, and custom database querying.
• Strong verbal and written communication skills, including proofreading, detailed reports, memorandums, and presenting information through presentations and training to diverse audiences.
• Effective public relations and interpersonal communication skills to interact with elected officials and all levels of staff, with the ability to communicate with diplomacy and tact.
• Excellent customer service, listening, and problem-solving skills, with the ability to de-escalate emotionally charged situations involving the public.
• Ability to identify and adhere to confidentiality requirements.