Summary of Duties
Reporting directly to the Fire Chief, and indirectly to the other members of the Fire Management Team (Deputy Fire Chiefs and the Manager of Finance and Planning), the Executive Assistant, Fire Services is responsible for a broad range of administrative, secretarial, clerical and research functions, including but not limited to providing support for and dealing with information of a confidential nature related to employee personnel files, labour relations information, financial information, and other sensitive matters.
- Provide effective and confidential administrative and secretarial support to the Fire Chief, and the Fire Management Team, and other employees within the London Fire Department, and build effective relationships with internal and external stakeholders through a wide variety of research, support, and administrative functions.
- Provide executive-level administrative support to the Fire Chief and the London Fire Department Deputy Fire Chiefs on key service organizational initiatives, governance, and Council and Committee protocol.
- Act as the primary contact for the Office of the Fire Chief; ensure that the Fire Chief is fully briefed on divisional issues requiring attention in a timely, accurate, and comprehensive manner.
- Receive and assess incoming telephone calls, correspondence, and requests for the Management Team; respond to routine inquiries after consulting the appropriate individual within the Management Team, refer complex inquiries to the appropriate individual within the Management Team as required.
- Compose, type, proofread, and amend letters, memoranda and other correspondence, directories, reports, meeting minutes, data/spread sheets, and other materials as required.
- Create ongoing communication focused on keeping staff and stakeholders informed regarding programs, projects updates, and service delivery initiatives.
- Participate in event planning in conjunction with other stakeholders.
- Liaise and coordinate with the Ontario Fire Marshal and other Municipal and Provincial organizations as required.
- Demonstrate commitment to anti-racism, anti-oppression, and human rights through practices and interactions with stakeholders, employees, and individuals, and supports programs and initiatives that reflect this commitment.
- Demonstrate commitment and adherence to Health and Safety legislation and programs and actively promote a culture of safety within the Service Area.
- Receive on behalf of the Management Team, facsimiles, office forms, records, and other correspondence; file, record, sort, organize, collate, and photocopy all manner of materials. Review Council and Committee agendas, referring pertinent sections to the Fire Chief.
- Follow The Ontario Municipal Records Management System (TOMRMS) and maintain a system for files of confidential and/or routine material including a bring forward system and a procedure to ensure follow up of outstanding issues.
- Screen all signing documents, including correspondence, reports, forms, and those related to the personnel within the Service Area to ensure accuracy, appropriateness, and conformance with signing authorities, policies, practices, and procedures.
- Develop and maintain tracking and follow-up system for the Fire Chief on outstanding matters, reports, and projects to ensure deadlines are met.
- Manage the Fire Chief’s itinerary, including scheduling appointments, meetings, and public engagements; provide background information to Fire Chief to assist with meeting preparation. Arrange for meeting spaces as required and ensure meeting spaces are configured as needed.
- Research, prepare and format reports, take reports from initial to final draft stage, provide input and identify opportunities for implementing improvements to report presentation.
- Coordinate and manage onboarding and offboarding checklists and processes as well as ongoing personnel updates, security permissions/access, and ID cards/keys.
- Perform data entry and maintenance of employee records including user accounts and permissions in shared folders and records management systems.
- Track records management system support requests to ensure timely resolution. Provide first level support, escalating when necessary.
- Liaise with Payroll for clarification on Association attendance/payroll issues, as well as manage Payroll reporting system of the Management Team.
- Under the direction of the Fire Chief, coordinate, collect and compile data for presentations and reports; undertake various special projects as directed.
- Serve as a representative on project task teams and committees as assigned.
- Perform other duties as assigned.
- Completion of two-year Community College Diploma in Office Administration, Executive or equivalent.
- Minimum five years of related senior municipal office administration experience with, and sound knowledge of, organizational structure and political framework or an equivalent combination of education and related professional and lived community experience.
- Experience in a municipal government fire or emergency services environment is an asset.
Skills and abilities in the following areas are necessary:
- Technically proficient and an excellent communicator, extensive experience preparing and drafting standard correspondence and reports as well as editing and formatting complex reports, correspondence, charts, tables, and statements for senior management.
- Demonstrated ability to provide customer service in a high-volume environment; strong organization skills including planning, prioritizing, time management, and the ability to multitask.
- Demonstrated ability to integrate information from a variety of sources into effective briefing materials, reports, and summaries.
- High level of trustworthiness and integrity, contributing to a positive work culture; ability to handle sensitive and confidential information with tact and discretion.
- Ability to provide high level of attention to detail.
- Proven ability and initiative to work with minimal supervision and with the utmost discretion.
- Proficient in word processing (60 wpm), spreadsheet, internet, and database applications.
- Excellent ability to use relevant software applications such as, but not limited to, Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams, Publisher, Azure, Microsoft Power BI, SharePoint, OneNote), Adobe, KRONOS, Zoom, and Records Management Systems.
Compensation and Other Information
$65,318 to $85,010
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