Administrative Coordinator Full-time Job

Job Summary

The Administrative Coordinator at Fire Services will work closely with the Fire Chief, members of the management team, and colleagues to provide administrative support within the Division while coordinating matters of priority with a high degree of professionalism and attention to detail.

Duties and Responsibilities

• Provide confidential administrative support including correspondence from Fire Chief.
• Coordinate the Fire Chief’s schedule, ensuring it is effectively planned and aligned with the Fire Chief’s key priorities, with related logistics identified and taken care of in a proactive manner ensuring directions are followed up on by staff.
• Process daily email, mail, and phone calls, and research and respond to queries as required.
• Act as staff liaison for pillar committees and other task forces or working groups providing administrative support including scheduling, preparing agendas and minutes, and attending meetings after hours, when required.
• Act as a scribe for the chief at large emergency situations
• Oversee and coordinate Escalated Service Requests. Process escalated complaints and inquiries as received and within defined timelines; respond or direct responsibility for responses. Liaise with administration staff at the Offices of the Mayor and Council, City Manager, and Commissioner.
• Monitor the budget and purchases for the Fire Chief’s Office and reconcile monthly expenses and annual expense report.
• Provide budget variance reporting to the senior management team
• Track corporate reports, service requests, and daily requests for the Fire Chief’s attention.
• Maintain files and records for safekeeping.
• Other duties and special projects as assigned.

Skills and Qualifications

• Graduation from a post-secondary program in administration, business or related fields. Equivalent experience may be considered.
• 3 -5 years experience in administration with direct support of senior executives or preferably in a municipal environment.
• Ability to communicate effectively, with tact and diplomacy, with internal and external business partners including elected officials, staff, the public, and outside agencies.
• Ability to recognize and keep confidential information.
• Excellent organizational and time-management skills and the ability to prioritize tasks with attention to detail.
• Proficient in Microsoft 365, SAP Applications, WebEx Meetings, escribe and other relevant software.
• Ability to function with minimal supervision.
• Experience in finance, business analysis, and Lean methodologies is an asset.
• Experience working with unionized staff and an understanding of collective agreements is an asset