Receptionist/Secretary

Posting Id:  2339

Department:  Community Services

Division:  Fire Services

Section:  Fire Support Services

Job Grade:  SEA35 Grade 03

Rate of Pay:  $53,264.00 - $62,641.00 Annual

Job Type:  Permanent Full Time

Employee Group:  SEA

Replacement/New Position:  Replacement

Posting Type:  Internal and External

Posting Date:  11/16/2023

Application Deadline:  11/30/2023

Position Summary

Reporting to the Deputy Fire Chief, the Receptionist/Secretary position is responsible for providing administrative support for the Fire Services division.

Key Duties and Responsibilities

• Provide administrative support including preparing reports, composing correspondence, updating standard operating procedures and assisting with WSIB claims
• Coordinate details related to meetings to include meeting locations, catering, and materials
• Liaise with the Payroll department to oversee the payroll function for all divisions within the fire department
• Create and maintain reports related to the payroll function
• Consolidate vacation and sick leave yearly
• Process invoices, purchase orders, and credit card expenses
• Track and update all capital and operational expenses for annual budget
• Track and manage mileage, medical expenses, and petty cash
• Manage bookings and contracts for the training tower ensuring the calendar is up to date and accurate
• Provide administrative support to Fire Prevention including correspondence, education and permits
• Manage the bookings of training room and sending out confirmations
• Assist with managing, updating and coordinating contractors for facility work orders
• Update Firehouse on work orders for Fire stations and headquarters

Education and Experience

• High School Diploma plus courses in office administration or related discipline
• 2 year experience in a similar role

Required Skills/Knowledge

• Demonstrated competence with the Microsoft office suite of products
• Previous experience with Accounting, Payroll, and Purchase order tracking software is an asset
• Familiar with the various functions within the Fire department including suppression, prevention, education, and training.
• Knowledge of and demonstrated ability in customer service, team work, initiative, accountability and adaptability
• Ability to retain confidentiality and security of sensitive information and use discretion at all times
• Strong attention to detail and accuracy
• Ability to independently resolve problems and issues under minimal supervision
• Sound knowledge of the department and City’s organizational structure and functions as well as detailed knowledge of the department, organization, policies and procedures
• Demonstrates good judgment and makes sound decisions
• Shows commitment to personal growth, development, and leadership opportunities
• Shares new ideas and challenges the status quo
• Proven written and verbal communication skills with the ability to communicate with honesty, openness, respect, and trust
• Takes initiative to participate in a culture of learning, mentoring, and sharing
• Contributes to building and being a part of a positive culture
• Demonstrate the City’s corporate values of care, collaboration, courage and service

Leadership Competencies

• Demonstrates personal leadership
• Builds people and culture
• Cultivates open communication
• Shapes the future
• Navigates and leads through complexity and change