Supervisor, Administrative Services

Why Guelph

When you join the City of Guelph, you join a team of over 2000 employees who deliver services the community relies on every day. Together, are bringing to life Guelph’s vision of an inclusive, connected, and prosperous city where we look after each other and our environment. As a single tier municipality, we offer a variety of occupations and career specialities within our organization.

Guided by the goals and objectives of the Future Guelph:
Strategic Plan and committed to the Corporate Values of integrity, service, inclusion, wellness and learning, the candidate will aid in the achievement of the Community Vision for an inclusive, connected, prosperous city.

What we offer

We offer competitive wages and comprehensive benefits to meet the needs of our diverse employees. Many of our positions offer:

• Paid vacation days, increasing with years of service
• Paid personal days;
• Defined benefit pension plan with OMERS, including 100-per-cent employer matching;
• Extended health and dental benefits, including Health Care Spending Account;
• Employee and Family Assistance Program;
• Parental leave top up program;
• Learning and development opportunities including tuition assistance
• Employee recognition programs.

Position overview

Resumes are being accepted for the position of Supervisor, Administrative Services, within the Guelph Fire Department (GFD). Reporting to the Fire Chief, the Supervisor, Administrative Services, is responsible for managing the daily operations of the administrative support team for Fire Management. This includes supervising two clerical staff, overseeing various administrative functions across departmental divisions, and ensuring compliance with documentation requirements for the Office of the Fire Marshal.

Key duties and responsibilities

• Provide administrative assistant services to the Fire Chief and Management Team, including managing confidential matters, screening correspondence, emails, telephone calls, and organizing daily routines.
• Lead, inspire, and supervise administrative staff, including recruitment, training/onboarding, coaching, development, scheduling, and performance management.
• Address and manage public concerns by providing clear communication, timely responses, and effective resolutions.
• Provide administrative support, including coordinating meetings, taking minutes, and supporting GFD managerial staff as needed.
• Contribute To strategic planning, including the development of goals and objectives as part of the management team.
• Coordinate and oversee GFD events.
• Review and verify Fire services employee payroll, including statutory pay, monthly acting time, sick time, and overtime; liaising with Payroll as required.
• Represent GFD on various committees and corporate projects, working on special projects that support and align with GFD strategic plan
• Act as the divisional point of contact for various general administrative functions, including, but not limited to, space planning, records management, asset management, telecommunications, time entry, and accounting.
• Be accountable for business planning, financial management, trending, service planning, research, and project management planning and execution.
• Support strategic organizational projects such as the development of business plans.
• Oversee the planning, implementation, execution, and evaluation of administrative and business services initiatives that improve business processes.
• Liaise with agencies, fire services, departments, and stakeholders to exchange information and provide expertise, fostering relationships that support leadership and influence decision making.
• Support business reports using data to make qualitative and quantitative recommendations for future changes and development opportunities.
• Maintain knowledge of collective agreements and corporate and GFD policies and procedures to support and respond to fire and emergency services inquiries as required.
• Assist in preparing and proofreading documents and materials, including correspondence, reports, presentations, statistical data, and related materials.
• Maintain files, documentation, and correspondence using the corporate filing system, ensuring signoffs and approvals comply with policies and confidentiality standards.
• Approve all billings under the Municipal Fees and Charges Bylaw.
• Oversee Fire Department revenue, ensuring accurate billing, collection, and management of all revenue sources related to fire services.
• Assist with the reconciliation of credit card statements.
• Oversee the procurement process for uniforms, supplies, equipment, and materials.
• Manage the inventory control process, ensuring timely fulfillment of requests and generating comprehensive inventory reports to support operating budget analysis; identify trends and provide process improvements.
• Ensure Freedom of Information Requests are provided efficiently and effectively.
• Ensure employees work in compliance with the Occupational Health and Safety Act, regulations, and all Corporate Policies and…