Fire Services Administrative Coordinator

at  The Corporation of the City of St Thomas

MINIMUM QUALIFICATIONS:

• Completion of two (2) year college Diploma in Administration, Executive, Business or related field.
• Five (5) years related experience in senior office administration with direct support to senior executives. Experience in a municipal government fire or emergency services environment is an asset.
• Experience with project management leading administrative projects from inception to implementation. An understanding of emergency management principles is an asset. Experience working with unionized staff and an understanding of collective agreements is an asset. Must possess and demonstrate knowledge of manual and electronic office procedures, including records management and advanced proficiency in Microsoft 365, Dayforce, FileHold, eSCRIBE, CRISYS software, Who’s Responding and other relevant software/programs. Ability to demonstrate a service-oriented approach and deliver a positive customer experience. Must possess a calm, professional demeanor when dealing with all members of the public and staff with a special focus on safeguarding confidential information. Must demonstrate superior interpersonal and communication skills, both written and verbal. Accurate minute taking skills. Superior time management skills to ensure efficient use of time and completion of assignments while working in a detail-oriented environment requiring a high level of accuracy and the ability to prioritize work with minimal supervision. Ability to communicate effectively, with tact and diplomacy, with internal and external business partners including elected officials, staff, the public and outside agencies. Ability to communicate effectively, selecting appropriate communication methods and tools, depending on the audience and situation. Ability to work in a high pressure, multi-tasking environment with multiple interruptions. Ability to meet strict deadlines and perform multiple tasks simultaneously. Punctual and reliable. Ability to work independently, within a team environment and share knowledge with others. Adapts to change, learns and practices new skills. Ability to follow direction and work within established procedures. Eager and willing to undertake new tasks as assigned. Ability to demonstrate compassion and empathy towards others. Must possess a valid Class “G” Ontario Driver’s Licence and access to reliable transportation. Satisfactory Police Record Check.

Work Conditions/Physical Effort/Mental Effort

• 35 Hour Work Week: 8:30 am – 4:30 pm, Monday to Friday (one hour unpaid lunch). May be banked overtime at year end for payroll, vacation planning, and platoon scheduling. In rare circumstances, may be required to work outside and beyond the normal hours of work, including emergency callback for large scale emergencies and declared emergencies.
• Work Environment: mainly indoors in an office environment with lack of privacy. Requirement to juggle priorities, verbally communicate to exchange information, deal with constant interruptions, and changing demands during the course of a working day. Exposure to noise/fumes occasionally due to the nature of the Fire Department work (i.e., trucks and equipment).
• Physical Requirements: Stand and sit for prolonged periods of time at a computer. Payroll/data entry/correspondence working on a computer constantly requiring concentration. Assist with loading and unloading of deliveries. Organizing and stocking supplies and chemicals.
• Mental Requirements: Short periods of mental effort required almost continuously with computer work and listening in meetings to be able to produce accurate minutes.

POSITION SYNOPSIS AND PURPOSE:

Reporting directly to the Fire Chief, and indirectly to other members of the Fire Administration Team, the Fire Services Administrative Coordinator is responsible for a broad range of administrative duties for the fire department. These include but not limited to general administration, financial management, procurement, emergency management, and payroll processing to support the Fire department operations. This role is responsible for ensuring compliance with documentation and regulatory requirements for the Office of the Fire Marshal, Emergency Management Ontario, and contracts with other government agencies. The Fire Services Administrative Coordinator prioritizes, coordinates and manages projects with a high level of professionalism and attention to detail, ensuring the confidentiality of sensitive information and documents.

MAJOR RESPONSIBILITIES/ACCOUNTABILITIES:

Administration (60%)

• Provides administrative support for the Fire Chief and Deputy Chief including confidential and routine correspondence, arranging meetings, and taking minutes at meetings including PC/Senior Officer meetings.
• Oversees the submissions of Ministry of Transportation and Fire Department billing for revenue accounts to ensure quality assurance.
• Assist with compliance submissions for Emergency Management Ontario, Office of the Fire Marshal, Ministry of Transportation, and all legislative government divisions where Fire or corporate entries are coordinated through Fire administration.
• Produces reports from various databases as required by Fire Administration by identifying and organizing the required information, compiling data, designing format and printing reports.
• Coordinate the preventative maintenance function for all office equipment and the ordering/stocking of centralized office supplies.
• Manages coordination with facilities services relating to fire facilities and oversees facility maintenance and manage repairs with internal departments.
• Oversee the preparation and analysis of internally and externally acquired Fire Services data that supports the design, delivery and evaluation of Fire department strategies, policies, practices, and programs including response time, call volume, standard incident reporting, NFPA coverage standards.
• Responsible for the collection, compilation and tracking of service contracts and performance statistics.
• Assist with maintaining and updating departmental standard operating procedures.
• Coordinates public or internal communications on all platforms on behalf of STFD including monitor, review, verify, write/update services and program information as related to STFD activities.
• Oversee and provides event coordination/support (i.e. Fire Prevention Week, retirement events, recruit graduation)
• Act as liaison with the Information Technology division for any STFD networking, hardware, and software difficulties.
• Participates on the City’s I.T. Steering Committee on behalf of STFD.

Financial Administration and Procurement (30%)

• Maintains a variety of financial records, purchase orders and cheque requisitions.
• Develops and prepare the annual operating budgets for Fire administration within the Fire department and managing the associated operating accounts for these functions throughout the year.
• Responsible for the assembly of minor capital accounts; assembly and tracking of performance statistics; payment processing, as approved by Fire Management.
• Assist with procurement for the department by preparing procurement documents such as Request for Proposal and tenders including researching and applying for available grants.
• Maintain accurate and up to date department databases and spreadsheets i.e. clothing allowances and budgeting.
• Administer and monitor the department’s purchases and inventory control process and assesses departmental needs for supplies, products, and equipment.
• Responsible for all payments of fire department invoices; review for correctness of billing and receipt of service or products, ensure prompt payment of all invoices. Monitor accounts advising Fire Chief of potential overspending.
• Assists with the preparation of grants including submission of contracts and insurance, calculate and invoice/submit reports for amount owed for the grants.
• Review operating and capital costs monthly and report variances to the Fire Chief.
• Oversee contracts for the provision of and/or purchase of goods and services for the department.
• Submit monthly corporate credit card statement and receipts for payment for all Fire department corporate credit cards.
• Coordinate the department’s uniform and clothing program for Fire Chief, Deputy Fire Chief and STPFFA members including reviewing backorders, preparing notices for clothing orders and accounts, liaising with suppliers, placing accurate orders, shipping/receiving, distributing supplies to the appropriate personnel, and preparing tracking and detailed breakdown of individual clothing accounts.
• Maintains department uniform/clothing accounts and updates associated spreadsheets for submission to Finance upon request.

Customer Service (5%)

• Coordinate public or internal communications on all platforms on behalf of St. Thomas Fire Department including monitor, review, verify, write/update services and program information as related to STFD activities.
• Assist with and provides STFD day to day customer service receiving and answering routine enquiries relating to STFD from all sources including mail, phone, and email.

Emergency Management (5%)

• Assists with the annual preparation, consolidation and revisions to the departmental emergency plan and an active participant on Emergency Management Program Committee meetings.
• Maintain, update, and distribute all emergency management documentation including but not limited to emergency notification lists, training and exercise records, and Contact Lists.
• Coordinate with the CEMC, the Emergency Management Program Committee and the Emergency Control Group to ensure that all provincially required documentation is completed on an annual basis, including but not limited to Emergency Management Program Committee agendas and minutes, critical infrastructure information, emergency response plans, exercise reports and training records.
• Assist the CEMC with updating Emergency Response Plans and Procedures.
• Take notes and prepare minutes of all Emergency Management Program Committee meetings.
• Quarterly checks of the supplies and coordinate the ordering and re- stocking and replacing any outdated documentation.
• Coordinate the preparation of material and make arrangements for meetings or training sessions, including but not limited to ordering meals, booking rooms and ensuring all supplies/materials are prepared, organized and ready for the meeting/training session as required.
• Assist the CEMC with the development and delivery of required annual public education/awareness programmes for the City.
• Maintain adequate public education material during the year and particularly during Emergency Preparedness Week including preparation, printing, and distribution of public education materials, ensuring that the public education information on the City’s website is maintained.
• Assist the CEMC with the development and delivery of annual emergency management training and exercises.
• Maintain the contact information for the City’s Emergency Management Program Committee and Emergency Management Control Group.
• Other emergency management duties as may be assigned.

Note: The duties and responsibilities outlined above are representative but not all-inclusive.
All activities are expected to be performed in a safe manner in accordance with the Occupational Health and Safety Act and its Regulations along with Corporate Safety policies, procedures and programs. In addition, all necessary personal protective equipment must be used and maintained in good condition. This position must be compliant with all provisions of the Occupational Health and Safety Act, related to “Duties of a Worker”.

ENSURE YOU HAVE ATTACHED ALL YOUR DOCUMENTS PRIOR TO SUBMITTING YOUR APPLICATION.

Note: You will be required to answer Qualification questions during the application process.
When your application has been received through Dayforce, you will receive an email from notify@dayforce.com stating “Congratulations, your application has been successfully submitted.”
All prospective employees, volunteers and students will be required to provide an acceptable “Criminal Record Search” as a condition of employment and prior to commencing employment.
Although we appreciate all applications received, only those selected for an interview will be contacted.
Personal information for this position is collected under the authority of the Municipal Act, R.S.O. 2001, as amended.
The City of St. Thomas is an equal opportunity employer. Accommodations are available for all parts of the recruitment process. If you require accommodation to apply or if selected to participate in an assessment process, you must provide your accommodation needs in advance. Questions may be directed to the Human Resources Department at 519-631-1680 ext. 4146