POSITION: ADMINISTRATIVE ASSISTANT
SALARY SCALE: $40,616.40 per annum @ 01 Apr 06 (per Local 2549 IAFF agreement)
RESPONSIBILTIES:
The position of administrative assistant will require a multi-tasked and personally motivated individual reporting to the Fire Chief. This position will perform human relations activities including payroll submission, training, education, and any other leave record keeping. The incumbent will manage filing systems, correspondence both incoming and outgoing and assist in activities surrounding budget and report preparation. The incumbent will perform the role of front office receptionist and telephone receptionist.
JOB DESCRIPTION:
This job description is not intended to be all encompassing but will outline a number of the areas required to be inclusive in the job function. These areas include:
q Compilation and submission of payroll activities for permanent force and volunteer honourariums
q Management of all record keeping associated with Fire & Rescue
q Transcription of correspondence and/or documentation
q Compiling of report information in typed, word processor, spreadsheet and/or other varied computerized formats.
q Dispersal of forms to various government agencies including Fire Marshal’s Office, WHSCC, etc
q Organization and management of fire inspection reporting systems
q Answering telephones and receipt of telephone, facsimile, e-mail and personal counter messages.
q Report to the Fire Chief and in some matters to the Deputy Chief.
q Providing scribe duties in an office environment as well as in field applications during large scale emergencies or in an Emergency Operations Centre.
q All other related duties as may be assigned
QUALIFICATIONS:
q Minimum Grade 12 completion
q Certification in computer programs including, but not limited to MicroSoft Office Programs, Word Perfect, Excel, and E-Mail Programs.
q Experience in dealing with the general public
q Typing speed minimum 80 WPM
q Ease of working in a multi-tasked environment involved in the delivery of emergency services
q Professional demeanor in dealing with public and staff
q Knowledge of modern telephone accessory systems and ability to adapt to changing technologies
q Self motivated and willing to seek continuing education related to this position
q Ability to deal with the general public, staff and media in a proactive and professional manner.
Probationary Period:
The successful applicant will be required to successfully complete a 6 month probationary period. Prior to completion of the probationary period, an evaluation will be conducted to ensure that the candidate is able to fulfill the requirements of the position.
Conditions:
The successful candidate will be required to sign an oath of confidentiality commensurate with the handling of sensitive personnel, medical and legal documents. Testing to determine qualified computer and typing skills is a prerequisite.