Administrative Support Specialist

Position: Administrative Support Specialist

Status: Full Time

Closing Date: June 20, 2025

Pay Range: $55,523.23 to $67,464.48 annually

Work Hours: This position offers a schedule of 35 hours per week, Monday to Friday, 8:30am to 4:30pm.

Hybrid Work Opportunity: No

Location: Parks and Fire Administration Centre

General Purpose:

Provides a variety of clerical and administrative support to the Fire Department, to act in compliance with the Emergency Management and Civil Protection Act (EMCPA) and Ontario Regulation 380/04.

Responsibilities:

• Administers the Fire Department RMS system, through data entry, and maintaining/updating personnel data, including attendance, training records, qualifications, emergency incidents, etc. Performs quarterly payroll exports.
• Provide office management, reception, and provide clerical support services and customer service for the Fire Department.
• Maintain security of sensitive information in matters relating to non-emergency and emergency incident records, fleet/equipment records, and employee files.
• Responsible for creation of a variety of correspondence, by-laws, agreements, reports.
• Corresponds with legal firms, mortgage companies, insurance companies, ratepayers, real estate agencies and the public with respect to information for fire and inspection reports.
• Assists with background research for staff reports; obtains information from Township files and outside agencies as directed by the Fire Chief.
• Generates statistics reports for Council as directed by the Fire Chief.
• Review and track Fire budgets; maintain records and databases.
• Purchase and manage supplies and Fire Department equipment.
• Receives payments for burn permit application fees; gathers information for billing purposes regarding motor vehicle accidents, etc.
• Creates and maintains Fire Department files including relevant municipal documentation such as burn permits, fire reports, fire prevention inspection reports, etc.
• Acts as records manager for the Fire Department to fulfil requirements under the Freedom of Information and the Protection of Privacy Act.
• Assist with coordinating various meetings, agendas, and minutes, including annual Program Committee.
• Edits, reviews, and submits emergency incident reports and documents to ensure accuracy and meets OFMEM SIR reporting requirements.
• Trains and provides ongoing support for Company officers on Records Management Software.
• Plans and coordinates events, banquets, public information sessions.
• Maintains Fire Department’s section of the Township website.
• Other related municipal duties as assigned through the Fire Chief.

Qualifications:

• Post-secondary education in office administration/data base administration.
• Minimum 2 years previous related experience.
• Working knowledge of Microsoft Office Suite, including Word, PowerPoint, and Excel.
• Experience using business email services, such as Microsoft Outlook.
• Previous experience with, or an ability to learn to use common office equipment, such as modern phone systems, fax machines, and copy machines.
• Comfortable with multitasking and handling multiple requests from different individuals and departments.
• Ability to work quickly and in a potentially high-stress environment.
• Strong communication skills and extremely self-motivated when managing communication channels.
• Highly organized and capable of creating organizational systems that others easily utilize.
• Working knowledge of Records Management Systems and business intelligence software.
• Availability to accommodate deadlines, meeting/event attendance and/or peak period workloads that may extend beyond the normal workday or occur on evening/weekends, as required.
• A clean Criminal Record Check is required upon hire.

We thank all applicants; however, only those selected for an interview will be contacted.

In accordance with Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), personal information is collected under the authority of the Municipal Act and will only be used for candidate selection. Upon request, accommodations will be provided throughout the recruitment, hiring and employment process in accordance with the Accessibility for Ontarians with Disabilities Act (AODA), and the Ontario Human Rights Code

Job Type: Full-time

Pay: $55,523.23-$67,464.48 per year

Benefits:

• Company pension
• Dental care
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• RRSP match

Schedule:

• Monday to Friday

Work Location: In person

Application deadline: 2025-06-20