Secretary to the Fire Service Administration EX22-050

Posting date: January 11, 2022

Job Title: Secretary to the Fire Service Administration

Number of Vacancies: 1

Posting number: EX22-050

Status: Contract Position

Estimated Probable Duration:  Up to One (1) Year

Hours of Work: 70 hours bi-weekly

Shift Work Required: No

Range of Pay: Group 6 - $1,868.30 to $2,201.50 bi-weekly

Start date: To follow selection process

Initial Reporting Location: Lionel E. Lalonde Centre

Division: Fire Services
Department: Community Safety                                                                                               

Main Function:   Provide confidential administrative and secretarial services to Fire Services Administration staff as directed, relieving them of administrative/clerical detail in support of quality customer service.

Duties:     Under the supervision of the Deputy Fire Chiefs.      

  1. Act as administrative liaison within and outside the Division as may be required in exercising delegated responsibilities and follow up as appropriate.
  2. Assist and represent Fire Services Administration by providing timely assistance in response to internal/external requests, to resolve queries and problems as they arise, based on knowledge of policies and procedures.
  3. Work effectively within a team environment to assist in the achievement of the Division’s objectives.
  4. Control and maintain an effective filing and information retrieval system of administrative records, correspondence, legal agreements, etc., for the Division, in accordance with the Retention By-law.
  5. Maintain databases and spreadsheets for Career and Volunteer Firefighter information such as recruitments, annual performance evaluations, absences, injuries, services awards, etc., and prepare reports as required.
  6. Provide administrative support to the Fire Services Administration.
  7. Maintain a confidential records management system for Firefighter personnel records and provide statistical reports upon request.
  8. Complete and track human resources related forms such as notices of hire; change and terminations; leaves of absences; promotions; recognition pay; transfers; etc.
  9. Maintain and update the website with accurate information pertaining to recruitments, events, fire bans, by-laws, services, fire prevention, etc.
  10. Liaise with other Departments/Divisions on matters of confidentiality including human resources, matters including personnel issues, type confidential reports, manuals, documents, etc.
  11. Research, distribute and write confidential reports, manuals, memorandums, correspondence, etc., and ensure they are free of spelling and grammatical errors.  Action necessary follow up to completion of process.
  12. Schedule meetings, prepare and circulate agendas, assemble appropriate information, attend meetings to record, type, and circulate minutes/responses.
  13. Screen incoming mail and telephone calls; prepare replies and/or relay information as required.
  14. Arrange meetings, appointments and travel for Fire Services Administration.  Complete all related travel forms including travel approvals and expense claims
  15. Responsible for arranging Volunteer Firefighter Postings; assist with recruitment process; collect and track required medical forms and criminal record checks; prepare Notices of Hire and Offer of Employment letters.
  16. Act as administrative liaison with Councillors, Provincial staff, other Divisions, and the public on matters of confidentiality, including human resources, labour relations, agendas, and other issues.
  17. Assist/relieve the Administrative Assistant to the Deputy Fire Chiefs during periods of vacation, absence or as required.
  18. Provide support to the Emergency Operations Centre (EOC) on a 24/7 basis as required, in the event of a declared emergency or disaster.
  19. Develop and maintain a thorough working knowledge of CGS's Safety Manual and the applicable Provincial Legislation listed therein.
  20. Perform other related duties as required.

Qualifications:

Education and Training:

Successful completion of Secondary School (Grade XII) Education.

Successful completion of a Diploma program in a related discipline from a Community College would be considered an asset.

Experience:

At least three (3) years of responsible secretarial experience in a similar organizational setting.

Knowledge of:

Highly competent in typing with a demonstrated and proven ability related to computer software and administrative systems in a Windows environment (e.g. files maintenance, word processing, computerized spreadsheet applications, presentations, information input and retrieval, databases, etc.).

Current Fire Services practices.

Abilities to:

Demonstrate organizational and administrative skills and ability to exercise judgement in procedures and methods used.

Demonstrate interpersonal skills in dealing with the public, staff and outside agencies in a courteous and effective manner.

Handle confidential information with discretion.

Communicate effectively orally and in writing.

Adapt and work effectively within a variety of situations and with various individuals and groups.

Personal Suitability:

Mental and physical fitness to perform essential job functions.

Language:

Excellent use of English; verbally and in writing.

French verbal skills highly desirable.

Other:

May require the use of a personal or CGS vehicle on CGS business.  Must be physically capable of operating a vehicle safely, possess a valid driver’s licence, have an acceptable driving record, and personal insurance cover.

Leadership Competencies:  

Tactical Coordination and Direction- Non Supervisory (I)

Competency

Competency Definition

Level

Level Definition

Shaping the Future

Innovation

Take a creative approach to problems or issues, “think outside the box”, go beyond the conventional, and explore creative uses of resources.

3

Proposes innovative ideas

Judgment and Decision Making

Make sound decisions involving varied levels of complexity, ambiguity and risk.

2

Assimilates and interprets data to make competing decisions

Delivering Business Results

Collaboration

Work and communicate collaboratively within City of Greater Sudbury to create alignment within and across teams and groups.

3

Collaborates beyond one’s area

Customer/Citizen Focus

The desire to work closely with internal and external customers to meet and exceed their expectations.

2

Addresses underlying customer/stakeholder needs

Impact & Influence

Persuade, convince, influence or gain the commitment of others to get them to accept a point of view, adopt a specific direction, commit to an idea, or take a course of action.

2

Adapts actions or words to persuade

Organizational Awareness

Learn and understand the key relationships, diverse interest groups and power bases within one’s own and other organizations.

2

Understands and uses formal structures/networks

Planning, Coordination & Execution

Plan and coordinate work to achieve desired results on a consistent basis.

3

Coordinates activities involving others within one’s team

Enhancing Personal Effectiveness

Commitment to Continuous Learning

Continuously develop and enhance one’s own and others’ personal and professional skills, knowledge and abilities.

4

Models a learning orientation

Flexibility/Adaptability

Adapt and work effectively within a variety of situations, and with various individuals or groups.

2

Applies rules flexibly

Interpersonal Communication

Communicate effectively by reflecting on verbal and non-verbal behaviour, being attuned to the needs, perspectives and sensitivities of others and acting with them in mind.

3

Effectively uses empathy

Managerial Courage/Integrity

Acting with integrity, ensuring one’s actions are consistent with City of Greater Sudbury’s values and expectations.

2

Is publicly candid with the team, acting with integrity consistent with one’s beliefs

Leadership Presence

Develop and maintain a sense of presence and emotional maturity and have an inner confidence that one can succeed and overcome obstacles.

3

Demonstrates personal courage

 

For more information on leadership competencies, please see our Leadership Competency Dictionary.

Résumés quoting EX22-050 are invited and will be received by the City of Greater Sudbury’s Human Resources and Organizational Development Division, by e-mail at hrjobs@greatersudbury.ca or fax at 705-688-3979, for the above noted position until 4:30 p.m. on Tuesday, January 18, 2022.  Any application received after this deadline will not be considered.

All City of Greater Sudbury employees are required to be fully vaccinated as a condition of hire in accordance with the City's mandatory Vaccination Policy. Please do not submit your proof of vaccination with your resume. This information will only be required if you are selected as the candidate of choice.

For further instructions on how to apply to this position, please visit our How to Apply section.

All applicants are thanked for their interest in this position.  Only those selected for an interview will be contacted.  If contacted, and you require a disability related accommodation in order to participate in the recruitment process you must advise the Hiring Manager.

The City of Greater Sudbury is dedicated to maintaining a fair and equitable work environment,  and are happy to hire qualified (including education credential) applicants from anywhere. In order to hire a candidate one must be legally entitled to work in Canada, with legally entitled being defined as having all of the necessary paperwork processed, approved and responded to, by way of a work permit being issued and received.  Personal information submitted will be used for the purpose of determining suitability for this competition only in accordance with The Municipal Freedom of Information and Protection of Privacy Act.