Senior Clerk, Fire Department

Competition Number:26/167
Posting Scope:Internal / External
Posted Date:September 8, 2026
Closing Date:September 17, 2026, 4:30 PM PST
Department:Fire
Work schedule:Monday to Friday ( 35 hour work week) – Maternity/Parental Leave – up to 18 months
Salary:$40.13 per hour, Pay Grade 9
Job Code:4059
Employee Group:This is a CUPE Local 50 position
Number of Vacancies:1

Reporting to the Supervisor of Administration, the Senior Clerk, Fire Department is responsible for administrative, financial and inventory support for the Victoria Fire Department (VFD). Additionally, the role is responsible for scheduling and calendar management for the Fire Chief and Deputy Fire Chiefs. This position assists with day-to-day activities essential for the efficient operation of the Victoria Fire Department.

• Responds to inquiries for general information from the public, staff, and outside agencies.
• Prepares and maintains statistical data for the department, such as month-end reports and call response rate reports.
• Updates and prepares a variety of letters, memos, reports, and department-related communications such as operational guidelines and standing orders.
• Takes and transcribes minutes for various meetings and committees.
• Assists with the ongoing maintenance of the Administration team’s procedures and guidelines documents.
• Assists with maintaining electronic filing systems covering all administrative functions of the Fire Department, including creating forms and templates as required.
• Maintains a variety of manual and digital records such as the employee roster, scheduling, and Work Safe report entries.
• Registers Fire Chief and Deputies for events and conferences, arranging accommodation and transportation as required.
• Sorts and distributes physical and electronic mail.
• Liaises with vendors and outside agencies as required.
• Assist with data entry, such as entering training records and fire inspection records.
• Receives and respond to Freedom of Information requests, drafting letters to the public, responding to property search requests, and Oil Tank queries.
• Issue permits and update related records.
• Processes accounts receivable and payable, including expense management, purchase card reconciliation, and record-keeping.
• Prepares and process various invoices for departmental cost recovery programs and/or payment.
• Maintains a petty cash fund.
• Generates and completes electronic and paper forms such as purchase orders and code invoices.
• Requisition s/orders and issues supplies from City stores or outside suppliers.
• Receives items and reviews them against purchase orders to ensure accuracy.
• Performs regular inventory counts.
• Researches and makes recommendations regarding supply purchases, reviewing costs and ensuring efficient purchase options.
• Administers the clothing program, including individual staff requirements, tracking allotments for members, and facilitating purchases.
• Records key inventory for buildings and vehicles.
• Tracks and updates vehicle inventory, maintaining evidence and exhibit logs.
• Prepares documentation for purchasing and acquisition of supplies, equipment, protocol, recognition, and other materials, through purchase order request for proposals.
• Codes invoices for payment and/or process purchase card transactions.
• Provides administrative information for annual budgets and budget reports, performs cost analysis as needed.
• Assists in the completion and submission of department payroll.
• Accesses data using the City’s enterprise system, related to both payroll and payments.
• Monitor and reconcile training expenditures for department staff.
• Determine changes to property information such as ownership and business classification.
• Process payments via POS, cheque, or…