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Job Details:
Permanent Full Time CUPE 1329
Posting Status:
Open to all current Town of Oakville employees and external applicants
Closing Date:
Applications for this position must be received at oakville.ca by no later than 11:59 pm on August 25, 2023.
Reporting to the Deputy Fire Chief, Prevention, Public Education & Stakeholder Engagement and working collaboratively with the administrative team, the Administrative Clerk provides day-to-day administrative clerical support for both the Training and Fire Prevention divisions.
Job Responsibilities:
- Provide day-to-day administrative clerical and customer service support for the divisions.
- Ensure timely and courteous response to telephone, in person and email inquiries.
- Create correspondence, staff reports and forms.
- Complete file searches and Freedom of Information requests and complete necessary documentation.
- Attend meetings, develop agendas and transcribe minutes.
- Assist in the coordination, planning and execution of Fire services events (i.e. Fire Prevention Week, recruit graduation, Waterfront Festival, etc.).
- Support training course delivery for the Oakville Fire Department and Regional Training Centre offerings.
- Book rooms for workshops, meetings and conferences.
- Update and maintain filing systems including street files and training records.
- Compile statistics and generate weekly, monthly and annual reports.
- Process PCOS and other financial applications such as OU/PO for vendors, cheque and petty cash requisitions and accounts receivables.
- Bill for fees and reconcile receivables generated from By-law 2015-113 (Fees for Service).
- Liaise with the Ministry of Transportation for billing and cost recovery related to highway emergency response.
- Maintain office supplies inventory.
- Assist with the preparation and organization of manuals, pre-course material, public education material, etc.
- Respond to facility rental inquiries and coordinate facility rentals including scheduling and ensuring appropriate documentation.
- Process demolition clearance forms and input inspection reports.
- Maintain fire route by-law documentation including documents, list of all fire routes, notices, binders, etc.
- Provide back-up and support for other administrative staff.
- Performs others duties as assigned.
Qualifications:
- Completion of post-secondary education in Business or Office Administration or related field combined with at least with 3 years related experience.
- A combination of education and experience may be considered.
- Proficiency in Microsoft Office (i.e. Word, Excel and PowerPoint) required.
- Excellent communication, organization, interpersonal and customer service skills.
- Excellent attention to detail and proven ability to take initiative.
- Proven ability to multi-task.
DATED: August 21, 2023
This job profile reflects the general requirements necessary to perform the principal functions of the job. This does not include all of the work requirements of the job. Applicants are required to demonstrate through their application and in the interview process that their qualifications match those specified. The minimum threshold score for each of the testing and interview components of the recruitment process is 75%.
We thank all applicants and advise that only those selected for an interview will be contacted.
