Overview
Administration Assist (Fire) Jobs in Kitchener, Ontario, Canada at City of Kitchener
Title: Administration Assist (Fire)
Company: City of Kitchener
Location: Kitchener, Ontario, Canada
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 new 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.
