Administrative Assistant Fire Services Job description.pdf - Town of ...

CORPORATION OF THE TOWN OF COLLINGWOOD
JOB DESCRIPTION
POSITION TITLE:
DEPARTMENT:
REPORTS TO:
ADMINISTRATIVE ASSISTANT, FIRE SERVICES
Fire Services
Fire Chief
SUPERVISES: DIRECTLY: None
INDIRECTLY: None
Date of latest Revision: April 2009
POSITION SUMMARY
This position is responsible for coordinating and directing the Fire Services office administrative, clerical and
computer functions. Provides administrative support to the Fire Chief and Deputy Fire Chief. This position
has a high degree of responsibility, confidentiality and efficiency. Frequent contact with personnel, outside
agencies and public. Exposed to continuous interruptions and noise.
DUTIES and RESPONSIBLITIES
1. Provide administrative support to the Fire Chief, Deputy Fire Chief, which includes typing documents,
correspondence, reports, minutes, etc.; maintaining filing systems and office records; receiving,
opening and rerouting mail; taking, producing and distributing minutes; ordering office supplies and
ensuring office equipment is operational; arranging for courier service; arranging appointments,
meetings and workshops, which includes booking meeting rooms, ordering refreshments and clean up
of same, preparing presentation information and assisting in its delivery, as requested.
2. Greet, answer, screen and respond to telephone and walk-in enquires for the Fire Chief and Deputy
Fire Chief; ensure public concerns are addressed either by the Fire Chief or the Fire Prevention
Officer and/or calls are rerouted to other staff for response, as required; book station tours for visitors
and school groups, etc.; act as liaison for the Fire Department; provide general guidance to staff
related to departmental and personnel procedures.
3. Draft/compose letters/memos/reports/public notices for signature from the Fire Chief and Deputy Fire
Chief.
4. Responsible for typing, filing and safekeeping of all confidential information and correspondence
relating to personnel, union negotiations, legal proceedings concerning fire related occurrences,
grievance procedures, disciplinary matters, promotional examinations and all other business which
may be required to be kept confidential.
5. Record and provide notification of address changes to staff and various agencies regarding the
emergency computerized dispatch system effecting new roads and closures, residential and
commercial addressing changes and hydrant maintenance/locations; maintain and update the 911
mapping system and records system.
6. Update the Town of Collingwood Emergency Disaster Plan with new changes as received; assist in
the organization and implementation of mock disasters.
7. Assist in the preparing incident and exposure reports and W.S.I.B. incident forms.
8. Assist in preparing, updating, typing and distributing the Department’s Standard Operating Guidelines,
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training manuals and Department policies.
9. Assist in contract administration including recording and monitoring calendar and vacation scheduling,
service bars, clothing issuance, etc.; recording and generating reports associated with overtime,
vacation, paid holidays, lieu days, acting rates, etc.; monitoring and arranging fire college enrollment
for firefighters; ensuring applicable information is accurate before forwarding to Payroll.
10. Maintain current records on personnel addresses, telephone numbers, service medal entitlements,
etc. and forwarding same to Payroll; distribute pay stubs, etc. from Payroll.
11. Maintain accurate statistical records; compile department statistical information and prepare required
reports as required; gather inter-departmental reports, collate, type and assemble Department’s
annual report; assist in the preparation and completion of the annual budget and review distribution of
accounts.
12. Verify, prepare and process invoices for the Fire Department; prepare expense forms for staff training
and other related travel for staff.
13. Assist in developing, implementing and administering policies, plans, procedures, systems,
programmes, standards, etc., related to fire prevention/suppression, investigations, training and all
other activities within the Fire Department; gather information and/or research archived files/policies.
14. Act as recording secretary for the Joint Health and Safety Committee, which includes scheduling
meeting dates and times; preparing and circulating agendas and minutes.
15. Respond to solicitors’ requests for compliance searches and information through researching the
database and files.
16. Input Fire Department data as assigned to the Town of Collingwood’s website.
17. Provide a positive image and high standard of customer service and public relations service for the
offices of the Fire Chief and Deputy Fire Chief; handle and maintain highly confidential/sensitive
information and documents.
18. Perform other duties as may be assigned in accordance with departmental and corporate objectives,
including as may be assigned by the Fire Chief or Deputy Fire Chief assist the Fire Prevention Branch
of the Fire Services Department..
EDUCATION, SKILLS and EXPERIENCE
1. Ontario Secondary School Diploma or equivalent, plus business and computer courses, together with
three years of related experience, is required.
2. Ability to multi-task, cope with interruptions and work under pressure to meet multiple deadlines,
exercise discretion and good judgment particularly when handling highly confidential/sensitive
information. Possess a high level of initiative and personal integrity.
3. Demonstrate sound working knowledge of all aspects of the Fire Department operations.
4. Excellent administrative, communication, interpersonal, organizational, time management, and public
relations skills, with the ability to maintain confidentiality and to multi-task, is required.
5. Intermediate knowledge of Windows and Microsoft Office applications, and office equipment is
required. A typing speed of 50 wpm is required
6. Thorough working knowledge of Windows and Microsoft Office applications, office equipment,
database management; 911 mapping skills would be an asset.
PHYSICAL DEMANDS and WORKING CONDITIONS
Physical demand requires no undue fatigue regarding sitting, standing and walking. Work is conducted in a
standard office environment with considerable visual computer concentration required. Work involves constant
interruptions, constant fluctuation of priorities, daily unpredictable conditions, decision making, and exposure
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to noise.
Normal hours of work are 20 hours per week, 8:30 a.m. to 12:30 p.m., Monday to Friday; attend occasional
evening meetings, as required.
The incumbent will have regular access to confidential information of a labour relations nature while
performing the duties and responsibilities of the position. In order to maintain the confidentiality of this
information, the incumbent is required to insure that the privacy of such information is maintained and only
made available to such persons as the Fire Chief may direct.
CONTACTS
The Administrative Assistant will primarily be of support to the Fire Chief, Deputy Fire Chief, and will also
assist the Fire Prevention Branch, other Fire Department personnel when necessary. The Administrative
Assistant will also communicate with staff of other City of Town of Collingwood Departments, other Emergency
Services, Public Utilities, other municipalities, businesses, industries, community groups, Federal and
Provincial agencies, County of Simcoe administration and the general public.
REVIEW
Incumbent
Department Head
Date
Date
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