Opportunity

Reporting to the Fire Chief, the Administrative Assistant provides administrative, financial reporting and technical support to the Fire and Emergency services department. Process requests for burn permits and assists the public with general inquiries and liaises with firefighters to ensure excellent communication.

Responsibilities

• Act as the first point of contact for the public to the Fire department by ensuring that each person is assisted and directed to the appropriate service, in an efficient, friendly and timely manner.

• Manage a large amount of firefighter data daily by reviewing and entering call response and firefighter activity data in Fire Pro software system

• Responsible for paper filing and data entering firefighter information into Fire Pro such as training, certificates, personal information changes, etc.

• Prepare and review quarterly payroll reports from Fire Pro system to ensure all time is recorded accurately.

• Maintain firefighter contact information including address, e-mails, telephone and fax lists for department and firefighters.

• Order bulk supplies such as water and public education materials.

• Compile public education packages for events as requested.

• Provide fire report file search to identify property deficiencies recorded in Property Files, Lisa Program and Laser Fiche. Invoice the requestor.

• Issue burn permits; collects fees, issue receipts; and prepare and maintain the associated databases

• Assist with the preparation and distribution of correspondence, staff reports, by-law updates, and contract and procurement documents.

• Prepare invoices for the District of Muskoka for false alarms, motor vehicle accidents, etc.

• Record and send data from fire calls to the Ministry of Natural Resources and HIRA (District Office)

• Provide administrative support for the Joint Health and Safety Committee and District Chiefs Meetings. Coordinate meetings, agendas, minutes and training as required.

• Follow the bylaw related to records management and maintain current knowledge of records management principles for all records generated. Store, locate and research departmental archives as requested.

• Receive firefighter bunker gear for cleaning and inspection, using safety protocol. Send for professional cleaning.

• Liaise and provide assistance to other departments on an as required basis to ensure coordination and consistency of approach on corporate initiatives.

• Undertake special projects and assignments as requested.

• Participate in corporate committees and teams as required.

• Other duties as assigned.

Knowledge, Skills and Experience

• Ontario Secondary School Diploma or equivalent.

• Post-secondary certificate in a related field, or equivalent experience.

• Minimum 3-5 years’ experience in an administrative role.

• Excellent communication and diplomacy skills both written and verbal.

• Strong technological ability and experience; Excel, databases, financial software, etc.

• Ability to manage confidential information and practice discretion with sensitive information.

• Valid Ontario driver’s license, class G

• Excellent verbal and written communication skills

• Demonstrated ability to perform in a proactive manner and plan, prioritize and balance multiple responsibilities and priorities.