Fire and Emergency Services Coordinator

Located just 30 minutes north of Toronto along Highway 404, East Gwillimbury (EG) is Canada’s fastest growing municipality* focused on modernization, innovation, and creativity. Those joining Team EG will help shape the future of the community. As an award-winning organization, EG offers competitive wages and benefits and prioritizes the mental and physical well-being of its employees through social events, wellness programs, and fitness facilities. Employees also have access to more than 50 kms of trails to enjoy the beauty of EG while at work. 

 The Town of East Gwillimbury is an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process and as we grow, it is important our workforce reflects the citizens we serve. We respect, encourage, and celebrate our diversity. Join our team and see the EG difference!  

Reporting to the Fire Chief, the Fire and Emergency Services Coordinator provides efficient office management and administrative support to the Fire Chief and Deputy Fire Chiefs. Responsibilities include handling confidential labour relations matters, sensitive political and human resource issues, responding to inquiries, researching and preparing documentation, correspondence, reports and presentation materials. The Fire and Emergency Services Coordinator also maintains office records management systems, manages the department’s administration and programs, and acts as a liaison with other Town departments and staff.

The Fire and Emergency Services Coordinator will:

• Provide office management, reception, and provide clerical support services and customer service for the Fire and Emergency Services department
• Maintain security of sensitive information in matters relating to non-emergency and emergency incident records, fleet/equipment records, and employee files
• Provide attendance management support for the paid on call firefighters, creating and updating the attendance data sets and related documentation on a quarterly basis
• Record and calculate hourly and additional hours of pay for attendance at emergency calls, officers pay, vacation pay, COLA increase, insurance coverage, and the calculation of hourly rates for a variety of training categories for full-time and paid on call firefighters
• Provide administrative functions and expertise regarding all departmental records through FIREHOUSE Records Management System, and other payroll, scheduling, and any other systems the Town utilizes.
• Format, create and export mid-year, and annual statistical reports from FIREHOUSE to meet the Ontario Fire Marshal’s standards as directed by the Fire Chief
• Assist in drafting Council reports, memos and presentations as directed by the Fire Chief
• Assist in developing the departmental budget, monitor revenue and expenditures, prepare invoices and generate revenue reports
• Schedule, attend, take notes and provide administrative assistance to Labour Management Committee (LMC) meetings and support management activities related to the work of the committee
• Track and coordinate grievances and related documentation including scheduling meetings, email correspondence and drafting of formal responses to grievances as directed by the Fire Chief or Deputy Fire Chief
• Take the role of Emergency Operations Centre (EOC) Coordinator during Town emergencies
• Assist in coordinating annual compliance items for emergency management

The ideal candidate will hold a college diploma in Executive Secretarial/Administrative Science, Business/Public Administration or related field, and have significant demonstrated administrative/secretarial experience, including experience at a senior/executive level, preferably in a municipal environment. In addition, the ideal candidate will be able to interact effectively and courteously will all levels of staff and contacts in a political and community service environment, and exercise discretion and judgment when handling and assuring security of confidential and sensitive information.

Other requirements include: 

• Proficient in MS Office Suite (Word, Outlook, Power Point, and Excel) and Adobe Writer
• Excellent analytical, organizational, records management, research, written/oral communication and interpersonal skills
• The ability to work independently, prioritize tasks with continuous interruptions, and maintain deadlines
• Knowledge and experience with FIREHOUSE or equivalent records management system an asset
• Knowledge and experience with payroll timesheets and software an asset
• Availability to accommodate deadlines, meeting/event attendance and/or peak period workloads that may extend beyond the normal workday or occur on evenings/weekends, as required

Salary Range: $77,350 – $90,999 (Band 6)