Administrative Assistant Level 2, Fire

Job Summary

Under the direction of the Deputy Chief, the Administrative Assistant is responsible for providing comprehensive secretarial and administrative support to the Division.

Duties and Responsibilities

Training & Recruit Program Administration

• Coordinate and support training and recruit program, including creating and maintaining training records, files and onboarding documentation.
• Assist with planning and delivery of recruit graduations, training and other events.
• Ordering course, supplies and other materials.
• Provide administrative support to section as required.
• Assisting with preparing training materials developed by Training Officers.

Learning Management System (LMS) / Training Records

• Record management, data entry for LMS and other systems including provincial databases.
• Preparation and submission of required forms.
• Payroll entry.

Customer Service

• Act as a first point of contact for internal staff and external inquiries.
• Provide accurate and timely responses, escalating or redirecting inquiries as required.

Office Operations

• Managing internal/external mail and courier services.
• Ordering and managing office and operational supplies.
• Communications and memo distribution.
• Division filing.
• Prepare meeting materials, and record meeting minutes.

• Performs other related duties as assigned.

Skills and Qualifications

• Secondary school graduation with post-secondary training in secretarial/business administration and a minimum of 3 years of directly related experience, or an equivalent combination of education and experience.
• Thorough knowledge of database, word processing, power point and spreadsheet software used by the corporation as well as SAP products (e.g. Concur, Fiori).
• Typing speed of 45-60 words per minute (wpm) with accuracy required.
• Demonstrated ability to work independently.
• Demonstrated ability to communicate effectively with all levels of staff and the public, supported by strong communication and interpersonal skills and a professional telephone manner.