Administrative Assistant - Fire Services Details | Hill

Position Summary

This position is responsible for providing administrative support to ensure all divisional administrative tasks and activities are effectively managed while ensuring confidentiality and security of all sensitive information. With expertise in the use of office management practices, processes and software to coordinate schedules, manage document workflow, prepare reports, correspondence and presentation material and ensures requests are responded to in a timely and efficient manner.

Performs a wide variety of administrative support such as;

• Uses independent judgement to review, screen, manage and/or distribute communications and correspondence (e.g. telephone calls, incoming mail/documents, email messages); identifies items requiring priority attention and prioritizes and facilitates communication throughout the department, division or organization
• Reviews incoming materials (e.g. telephone calls, incoming mail/documents, email messages) to determine their disposition and initiate action required; follows up to resolve problems and ensure appropriate and timely completion. Updates and advises on progress, problems and issues and recommended actions
• Manage inflow and outflow of documents
• Assist the Fire Chief and Fire Management in the assembly of capital and operating budgets as appropriate for the Division. Monitoring department’s and division’s non-personnel operating budget accounts by keeping track of purchases from these accounts and bringing any discrepancies and issues to the attention of the concerned manager/director.
• P-Card reconciliation, invoice processing and low value purchase order processing
• Assist with staff changes including on-boarding and off-boarding and associated set-up
• Compile data, generate reports and follow up as required
• Payroll processing - process regular reports, identify issues and absence management
• Drafts, formats, transcribes, collates and organizes briefing notes, packages, documents and reports in response to questions and emerging issues
• Produces a variety of materials including presentations, reports, forms, contracts, invitations and correspondence using appropriate computer applications, from rough notes or instructions
• Email and phone call inquiries - Respond to general public inquiries, internal and external agencies, elected officials, developers, consultants and other government agencies (York Region, Metrolinx) answer, screen and redirect calls for Division to appropriate staff where required, gathering all pertinent information and escalating important items
• Coordinates and arranges on-site and off-site internal and external meetings and events including logistics (e.g. Communication, location, meals, refreshments, equipment, materials/packages, RSVPs and travel/accommodation)
• Prepares for, attends and records minutes of meetings as requested including the preparation and distribution of agendas, minutes and other meeting materials. This may involve follow up actions such as maintenance of action logs, notes and related documentation
• Attends meetings and participates on corporate committees, internal planning groups, task forces and working groups
• Creates and maintains an efficient filing and tracking system (electronic and/or paper) to manage and monitor information in accordance with the needs of the department and division. This may include the use of established tracking software
• Ensures compliance with directives, policies and procedures as established for the team
• Travel to other site locations as required
• Departmental and Divisional specific duties as assigned

• Post-secondary diploma in office administration or equivalent preferred
• 3 years of administrative experience

• Effective time management and multi-tasking skills with the ability to establish priorities to meet tight and changing deadlines
• Highly developed customer service skills with the ability to deal with staff, elected officials, and the public with tact, courtesy, discretion and diplomacy
• Proficiency in Microsoft Office Suite applications including Excel, Word, PowerPoint and Outlook
• Proficiency in…