Overview

Provides administrative, statistical and minor technology support to the Deputy Fire Chiefs, Apparatus &

- Equipment and Suppression divisions.

Responsibilities

- Provides administrative support to the Deputy Fire Chiefs, Apparatus &
- Equipment Division, Suppression Division and other management staff.

- Prepares, posts and distributes Departmental Bulletins.

- 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 and Concur invoicing for the Apparatus &

- Equipment and Suppression division.

- Updates and monitors budget workplans for Apparatus &

- Equipment and Suppression division, including operating and capital budget.

- Reconcilies monthly concur claims for Deputy Fire Chiefs, Apparatus &

- Equipment and Suppression staff.

- Prepares and submits payroll information bi-weekly.

- Coordinates staffing changes within Fire with Human Resources and Payroll, including onboarding recent hires, promotions, increments and retirements. Administers 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.





- Assists Fire management with attendance management program including tracking sick time, and coordinating with Human Resources staff for staff on short- and long-term sick leave.

- Configures Telestaff system to comply with complex staffing/industry rules and regulations; assembles training materials; delivers training and creates reports.

- Back up for other administration positions within Fire.

- Performs other related duties as assigned.

Education

- Minimum Grade 12 diploma, with up to one-year additional post-secondary job-related courses.

Experience

- Minimum of one-year related experience in an administrative position.

Knowledge, Skills, And Abilities

- Working knowledge of approved policies, procedures, and collective agreements to administrative and statistical tasks.

- Ability to maintain confidential information.

- Proven communication, problem solving, and customer service skills to work effectively with the public, staff and volunteers in a diverse community setting.

- Exceptional organizational, communication and interpersonal skills with the ability to manage multiple tasks and deadlines.

- Attention to details is critical, with excellent data entry and proof-reading skills.

- demonstrated knowledge of Emergency Services, practices, and terminology.

- Mathematical skills required in order to read, calculate and run reports as well as the ability to reconcile funds accurately.

- Advanced proficiency with Microsoft Iffice 365 applications, including Outlook, Word, Excel, Powerpoint, Teams and SharePoint.

- Ability to work independently and meet deadlines under pressure.

- Ability to participate as an effective team member.

- Experience with Peoplesoft, telestaff, and SuccessFactors.

- Reliable with a good attitude and employment record.

📌 Administration Assist (Fire) (Kitchener)
🏢 City of Kitchener
📍 Kitchener