Administrative Assistant, Fire and Emergency Services (12-Month Contract)

Position Overview

Reporting to the Fire Chief, the Administrative Assistant provides administrative, financial reporting and technical support to the Fire and Emergency Services department. The role processes requests for burn permits, assists the public with general inquiries, and liaises with firefighters to ensure excellent communication. This is a 12-month contract, beginning in December, with the possibility of extension.

Summary Of 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 the Fire Pro software system.
• Handle paper filing and enter firefighter information into Fire Pro, including training, certificates and personal information changes.
• Prepare and review quarterly payroll reports from the Fire Pro system to ensure all time is recorded accurately.
• Maintain firefighter contact information, including addresses, emails, telephone and fax lists for the 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 searches to identify property deficiencies recorded in Property Files, Lisa Program and Laser Fiche, and invoice the requestor.
• Issue burn permits, collect fees, issue receipts, and prepare and maintain 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 and other matters.
• 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 by-law 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, following safety protocol, and send it for professional cleaning.
• Liaise with and provide assistance to other departments as required 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.
• Perform 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, including Excel, databases and financial software.
• Ability to manage confidential information and practice discretion with sensitive information.
• Valid Ontario driver’s licence, Class G.
• Excellent verbal and written communication skills.
• Demonstrated ability to work proactively and plan, prioritize and balance multiple responsibilities and priorities.