Administration Assist (Fire)

Overview

Provides administrative, statistical and minor technology support to the Deputy Fire Chiefs, Apparatus & Equipment and Suppression divisions. (Temporary Full Time for Approximately 12 Months)

Responsibilities

• Provides administrative support to the Deputy Fire Chiefs, Apparatus & Equipment Division, Suppression Division and other management staff.
• Prepares, posts and distributes Departmental Bulletins, Health and Safety bulletins, Safety messages and memos for Fire management.
• Schedules and coordinates meetings; prepares agendas; takes minutes / notes; prepares correspondence; distributes material; arranges meeting rooms and catering.
• Provides non-emergency administrative assistance to the Deputy Fire Chiefs and other management staff during large-scale emergency incidents; acts as a scribe; runs errands; assists with communications; research information as required.
• Orders Fire supplies and equipment by completing work order forms and tenders.
• Enters all invoice payments, cheque requisitions, field orders, purchase orders, and credits in SAP for the Apparatus & Equipment and Suppression division.
• Updates and monitors budget workplans for Apparatus & Equipment and Suppression division, including operating and capital budget.
• Completes monthly concur claims for Deputy Fire Chiefs, Apparatus & Equipment and Suppression staff.
• Assists with the preparation of payroll information bi-weekly.
• Coordinates staffing changes within Fire with Human Resources and Payroll, including onboarding new hires, promotions, increments and retirements. Assists with the administration of the Fire Department attendance management / staffing software "Telestaff" and records, maintains, and reconciles sick leave, vacation, flex time, lieu time, red circle time, overtime amounts and position premiums.
• Maintains employee contact / call-in list.
• Performs other related duties as assigned.

Education

Experience

Skill Equivalency (if applicable)

Additional Requirements

Knowledge, Skills, And Abilities

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