City of Richmond Hill


Job Description

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

Contact Details

Attention Internal Candidates:  All current City of Richmond Hill employees are required to apply via the ‘View Jobs for Current Employees’ link on the City’s Careers Page.

We thank all candidates for their interest, however, only those under consideration will be contacted.

The City of Richmond Hill is committed to inclusive, barrier-free recruitment and selection processes. If contacted to participate in the recruitment and selection process, please advise Human Resources if you require an accommodation.