Temporary Administrative Assistant to the Director of Fire Service/Fire Chief (up to 18 months)

The Administrative Assistant is responsible for providing confidential administrative support to the Director of Fire Service/Fire Chief and Deputy Fire Chief. This role is responsible for preparing and distributing agendas and meeting minutes for committees, processing mail, maintaining departmental supplies and records management system, and coordinating conference and travel arrangements. Other responsibilities include coordinating recruitment and promotional processes, maintaining departmental records and database software, creating and maintaining electronic forms, providing administrative support for meetings, processing and searching for various reports, maintaining operational guidelines, coordinating professional credentials, and providing administrative support for the Training Officer.

The Administrative Assistant will also function as a Scribe for the Municipal Emergency Control Group, maintaining and updating the Town's Emergency Response Plan, providing administrative support for the Emergency Operations Center, and activating the Town's mass notification public alert system, as directed. The Administrative Assistant also is responsible for updating and maintaining the LaSalle Fire Service website, and coordination of departmental social media accounts. This position also provides after hours scribing and emergency communication support to the Fire Chief and Community Emergency Management Coordinator on an emergency call-out basis for significant fire or municipal emergency events.

Requirements

Primary Duties and Responsibilities

• Provide administrative support and prepare agendas and minutes using eSCRIBE software for the Emergency Management Program Committee.
• Generate annual and quarterly reports on departmental activity.
• Maintain the records management system and coordinate records within central filing.
• Create and maintain electronic checklists and forms for daily records management.
• Manage departmental website, social media accounts, and coordinate communications with the Corporate Communication and Promotions Officer.
• Research, edit, and prepare data for Council reports, budgets, labour relations, fire prevention, training, and public education.
• Prepare and/or manage confidential, sensitive documents and information pertaining to employee files, labour relations, personnel matters, and information covered under MFIPPA.
• Coordinate conference, travel arrangements, and process reimbursements for all departmental staff.
• Coordinate all administrative and communication components of various events, including recruitment and promotional processes within the department.
• Maintenance of policy manuals, operational guidelines, training manuals, and other documents.
• Function as a Scribe for the Emergency Management Control Group.
• Assist in the production of Fire Safety and Emergency Management Public Education communication.
• Coordinate and support the maintenance of the LaSalle Alerts mass notification system and the Town of LaSalle Emergency Response Plan.
• Provide after-hours scribing and emergency communications support to the Fire Chief, Deputy Chief, and Officers in the event of significant emergency events.
• Process investigation and fire inspection requests under the direction of the Fire Chief, in accordance with MFIPPA, and act as the departmental liaison with the Clerk's Office on F.O.I requests.
• Lead and coordinate the training and functional responsibilities of the Scribes for the Municipal Control Group.
• All other duties as assigned.

• Two (2) year post-secondary diploma in Office Administration, Public Administration, Business Administration, or related field from a Community College, or Ontario Ministry of Education equivalencies
• Minimum of three (3) years previous related experience
• Ability to maintain strict confidentiality of sensitive information
• Ability to work independently and in team environments
• Self-motivated and the ability to multi-task
• Superior verbal and written communication skills
• Exceptional organizational and time management skills, to prioritize workload
• Strong knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook, OneNote) and social media platforms
• Hold and maintain a valid Class "G" driver's license

• Standard First Aid, CPR, AED, and training to respond to Vital Signs Absent
• Knowledge of FirePro, Everbridge, and eSCRIBE software
• Creating AODA documents

• Duties shall primarily be performed indoors; however, some outdoor duties may be required in all weather conditions
• Manual dexterity to use desktop computer and peripherals
• Operation of a motor vehicle
• Critical Incident Stress exposure

• Primary hours of work are Monday to Friday, day shift (35 hours per week)
• Attend after hours Council meetings and events, as required
• Occasionally attend unscheduled emergency calls, as required
• Occasionally attend after hour training or events

• Physical work environment requiring extended periods of walking, standing, and sitting

• None

We thank all applicants who apply for this position, but only those candidates selected for an interview will be contacted. In accordance with the Municipal Freedom of Information and Protection of Privacy Act, personal information is collected under the authority of the Municipal Act and will only be used to determine eligibility for potential employment. We are dedicated to equal opportunity. Accommodations are available for all parts of the recruitment process. Applicants need to make their needs known in advance. The recruitment process does not utilize artificial intelligence for applicant screening or selection. This posting is for an existing vacancy for leave coverage.