Job Description JOB TITLE:
DEPARTMENT:
POSTING NUMBER:
NUMBER OF POSITIONS:
JOB STATUS \& DURATION:
HOURS OF WORK:
LOCATION:
SALARY GRADE:
HIRING SALARY RANGE:
MAXIMUM OF SALARY RANGE:
JOB TYPE:
POSTING DATE:
CLOSING DATE:
Area Of Responsibility
LEADERSHIP AND TEAM DEVELOPMENT
- Lead and support the BFES administrative team to ensure smooth operations and recognize contributions.
- Uphold the organization's values and core competencies.
- Foster a positive, high-performing work environment.
- Assign and schedule time-bound tasks.
- Identify training needs and coordinate professional development.
- Organize team-building activities to strengthen workplace culture.
ADMINISTRATIVE COORDINATION
- Provide executive support to the Fire Chief, and the Fire Management Team (FMT).
- Assign and oversee financial processes, including payroll, billing, invoicing, payments, P-Cards, vendor management, and budgeting.
- Oversee and prepare confidential documentation and correspondence.
- Support and coordinate annual medical assessments for eligible staff members.
- Support recruitment, onboarding, training, development, and performance evaluations.
- Facilitate approvals of policies, procedures and processes
- Communicate and implement policy changes.
- Support technology and space planning initiatives.
- Manage physical and electronic records and tracking reports.
- Oversee and support internal/external web pages and collaborative team sites
- Coordinate schedules, meetings and minutes.
- Plan and execute department events.
OPERATIONAL SUPPORT
- Monitor and audit administrative functions, ensuring compliance, effectiveness, service standards and key performance indicators.
- Assist with annual budget submissions, service planning, work plans, and performance measures.
- Ensure efficient task management and documentation accuracy.
- Update policies, SOPs, and service standards.
- Coordinate workforce scheduling and enable capacity and performance.
- Oversee the administrative team's support of fleet operations, fire station maintenance, and supply coordination.
- Research and analyze workflows and implement process improvements.
- Develop tools and training materials for process improvements.
- Ensure financial oversight and budget compliance.
COMMUNICATION AND REPORTING
- Keep leadership informed about key issues.
- Assist with presentations, policy updates, briefing notes, council reports, and customary reports.
- Manage internal memos, corporate reports, and information requests.
- Provide all-staff updates on initiatives, policy changes, and service levels.
- Handle confidential communications with discretion.
CUSTOMER SERVICE
- Maintain a customer-centric approach and anticipate service needs.
- Exercise discretion for personal and confidential matters.
- Respond to inquiries, prioritize requests, and escalate issues when necessary.
- Resolve complex customer concerns and policy issues.
CORPORATE CONTRIBUTION
- Support employee recognition programs and corporate initiatives.
- Ensure administrative processes align with broader organizational goals.
- Participate in training and software updates.
- Represent BFES in cross-functional planning efforts.
- Stay updated on policies, legislation, corporate procedures, and collective agreements.
- Assist with special projects and strategic initiatives.
STAKEHOLDER RELATIONSHIPS
- Build and maintain relationships with internal and external partners.
- Coordinate with union executives and management on workforce matters.
- Represent the department in corporate and external engagements.
- Act as the primary contact for administrative and operational functions.
- Support senior leadership and collaborate with other departments as needed.
Selection Criteria EDUCATION:
- Post-secondary degree or diploma in Business Administration, Administration, or related field.
Experience
- 3 -- 5 years supervisory experience.
- Supporting senior level management is an asset.
Other Skills And Assets
- Knowledge of municipal, regional, provincial, and federal governments and legislation.
- Demonstrated ability to handle sensitive political situations and maintain confidentiality.
- Exceptional customer service orientation and quality service delivery.
- Proven analytical and problem-solving skills.
- Strong organizational skills with the ability to manage complex tasks and deadlines.
- Ability to excel in a fast-paced, high-pressure environment.
- Proactive, independent, and solution focused.
- Advanced proficiency in Microsoft Office Suite.
- Willingness to travel off-site locations as required.
- Experience in a municipal or public-sector environment
- Experience with unionized settings.
- Knowledge of fire services.
- Yellow Belt certification.
- Strong project resource coordination and business need identification.
- Excellent people management and customer relationship skills.
- High attention to detail and ability to multitask effectively.
- Various tests and/or exams may be administered as part of the selection criteria.
Interview:
#106750 by May 7, 2025
