Administrative Assistant - Public Safety

People, Place, Prosperity

Working within our Strategic Plan, Cambridge Connected, and committing to our values of Integrity, Respect, Inclusiveness and Service, the successful candidate will work together to help the City of Cambridge achieve our vision: A place for people to prosper – alive with opportunity. 

Job Profile

This role provides administrative support to the Fire Chief, Deputy Fire Chiefs, Supervisor of Administrative Services and all CFD Division heads. Daily tasks are varied and dependent on the requirements of Management and Division Heads. Tasks include but are not limited to; correspondence, reports, memoranda, minutes, projects and key activities listed below. This role has regular access to confidential and highly sensitive human resources, legal, collective bargaining material.

What you will be doing

• Meets and greets visitors to the Cambridge Fire Department and maintains visitor log sheets. Answers main administrative phoneline, responds to email inquiries and redirects to appropriate division if applicable.

• Provides information and assistance for counter and telephone inquiries from various sources, i.e.. solicitors, insurance agents, and general public relating to Fire Prevention matters. Determines the urgency and immediacy to resolve problems received via phone calls.

• Researches, compiles statistical information, and undertakes special projects for the Chief, Deputy Chiefs, Supervisor of Administrative Services and Division Heads.

• Review and distribute internal memos.

• Responsible for submission of shift absenteeism reports to Human Resources.

• Verify departmental sick line in conjunction with roster. Report trends to Deputy of Public Safety.

• Maintenance of Staff attendance records in Workforce rostering System. 

• Manages and enters bi-weekly overtime to the Payroll Division. Responsible for checking for completeness and accuracy of all overtime, lieu time and stat requests. Submit report to payroll division and address any discrepancies.

• Manages and enters monthly acting time to the Payroll Division. Responsible for checking for completeness and accuracy of all overtime. Submit report to payroll division and address any discrepancies.

• Maintains accurate and up-to-date personnel information, platoon listings, vacation calendars, daily time-in-lieu banks, platoon transfers.

• Maintains yearly medical exam requests for applicable personnel.

• Prepares, tracks and processes Ontario Fire College/Regional Training Center registration including course materials and training and developing funding requests.

• Maintenance of the Administration Division filing system in accordance with the City’s Corporate Filing System. Responsible to initiate and co-ordinate the department’s year end disposition of records (Destruction or Transfer)

• Process department invoices and Journal Entries as directed by the Supervisor of Administrative Services.

• Responsible to Scribe at emergency scenes or during an emergency response exercise as needed.

• Prepare reports to Council via E-Scribe.

• Orders, tracks, distributes, and maintains departmental clothing.

• Run monthly MTO & MVC billings. Review each incident to determine billing eligibility. Issue billing along with letter of explanation.

• Assists with the preparation of Fire Department events and ceremonies.

• Maintains Vehicle Apparatus Listings as directed by Platoon Chiefs.

• Responsible for preparation and distribution of minutes and agendas.

• Acts as back-up to the Supervisor of Administrative Services Fire and Administrative Assistant, as required.

Education

Two-year college diploma in Business Administration/Office Administration or similar.

Experience and Knowledge

• One to two years of related experience in a similar role.

• Superior communication (verbal, written) skills.

• Excellent interpersonal & collaboration skills.

• Strong analytical skills.

• Exceptional planning and execution.

We will ask you for these items if you are hired

Proof of your current and valid certificate(s) and/or educational qualifications.
Worker Health and Safety Awareness Training certificate from the Ministry of Labour. (May be obtained post offer)

Your compensation

This position is within Grade 2 of the Non-Union Salary Schedule and has an annual salary range of $62,062 - $75,694. We offer a comprehensive benefit package and are an Ontario Municipal Employees Retirement System (OMERS) employer.

Location of position

This position is located at Fire Headquarters, Station #1, 1625 Bishop St N, Cambridge.

Hours of work

Monday to Friday, 8:30 a.m. to 4:30 p.m. (35 hours per week)