Administrative Assistant Level 2, Fire

The Administrative Assistant Level 2, Fire will provide comprehensive administrative support to the Division under the direct supervision of the Deputy Chief, Fire Prevention and Risk Reduction. Key responsibilities include front-line customer service, managing correspondence, data entry, and maintaining files. The successful candidate will prepare purchase orders, process invoices, and assist with payroll and personnel records in SAP. Additional duties involve scheduling meetings, preparing minutes, coordinating staff reimbursements, and booking accommodations for Fire personnel.

The role demands excellent organizational and communication skills, with a focus on confidentiality and the ability to manage multiple tasks in a fast-paced environment.

Under the direct supervision of the Deputy Chief, Fire Prevention and Risk Reduction, the successful candidate will perform a variety of administrative support duties for the Division. The duties include, but are not limited to:

• Provides front line customer service to MFES clients in person, by phone and through email.
• Performs general typing, word processing and data entry duties as assigned.
• Handles and prepares correspondence for the Division; develops and maintains files and records including calculations, files system data entry, completes weekly, monthly and annual Division reports, prepares purchase orders using corporate computer system.
• Prepares reports, agendas, minutes, manuals and documents as requested and is responsible for filing within the records management system both hard and electronic copies.
• Monitors and maintains office supplies, including the reordering of supplies.
• Verifies that invoices are approved by appropriate Division Chief prior to payment; matches invoices and receipts and ensures invoices are filed in vendor files. Follows up on any discrepancies with vendors.
• Processes and keeps track of all invoices, cheque requisitions, journal entries.
• Prepares all staff incidental reimbursements for payment via Accounts Payable.
• Prepares computer Security Access Forms for approval by Chief or Assistant Chief.
• Registers for conferences, seminars and courses, books accommodations, and reconciles expenses for fire personnel. Maintains accurate account of those expenses.
• Books meetings, prepares and distributes meeting information and minutes of Committee and other meetings, and takes minutes.
• Prepare payroll entries in SAP as required serving as the main liaison for these matters between the Division and its corporate counterparts.
• Coordinate administrative requirements for personnel changes including promotions, terminations and other employment changes keeping track of personnel status/grade changes.
• Liaise with the public and all levels of staff in response to inquiries relating to Fire.
• Act as a receptionist by greeting guests, screening calls and responding to general inquiries as required.
• Forward inquiries, which are not routine or general, to appropriate staff members for follow-up and action.
• Undertake special assignments as requested.
• Other related duties as assigned.

• Minimum completion of Grade 12. Post-secondary education in business, legal, or administration is an asset.
• 3-5 years of administrative experience or equivalent combination of education and experience, preferably in a unionized environment.
• Advanced proficiency in Microsoft Office Suite (including Word, Excel, Powerpoint), and experience with OMNI filing system, MAX and SAP R/3 is an asset.
• Knowledge of time reporting/payroll operations in an SAP environment is an asset.
• Knowledge of legal documentation is considered an asset.
• Ability to type at 45-60 words per minute with a high degree of accuracy in data entry tasks is preferred.
• Demonstrated ability to work independently.
• Basic knowledge of web operations and Microsoft Access is an asset.
• Must be able to exercise good judgment and maintain strict confidentiality.
• Excellent oral and written communication skills, with the ability to interact effectively with all levels of staff and the public.
• Strong organizational abilities, with a proven ability to manage multiple tasks, prioritize work, and meet deadlines in a fast-paced environment.