Administrative Assistant, Emergency Services

Corporation of Haldimand County; Cayuga; On-site; CAD 62,000 - 75,000; Full time

Benefits offered by this job

Safe & Friendly Work Culture

EFAP Program

Wellness Programs

Employee Recognition

Free Parking

Job summary

Haldimand County is seeking an Administrative Assistant for Emergency Services. The role provides confidential administrative and technical support to the Director/Manager and divisional staff, ensuring efficient operations and excellent customer service to the public.

The position includes budget coordination, document preparation, and support for recruitment, social media, and inter-departmental communication. A Community College Diploma and municipal experience are preferred.

Qualifications

• Education: Community college diploma in area of responsibility.
• Experience: Some admin or customer service in municipal setting.
• Knowledge/Skills: Strong communication, organizational, and discretion.

Responsibilities

• Build and maintain relationships with internal and external contacts to sustain a positive public image.
• Collaborate with Director/Manager and divisional staff to resolve issues using internal/external relationships.
• Assist with operating and capital budgets; input and monitor budget data.
• Review invoices, enter PO numbers, reconcile procurement card accounts, and perform reconciliations annually.
• Provide accurate information to inquiries or route requests to the right colleague.
• Prepare social media updates for the division to inform the public about service impacts.
• Support divisional recruitment: organize resumes, schedule interviews, check references.
• Provide technical support for corporate software to field staff.
• Prepare and analyze statistical data; research best practices for division functions.

Skills

Self-Direction

Interpersonal Communication

Digital Literacy

MS Office

Verbal & Written Communication

Education

Community College Diploma

Tools

MS Office Suite

Job description

Administrative Assistant, Emergency Services

Administrative Assistant, Emergency Services

This is apermanent full-time role at Haldimand County, with an annual compensation range of $61,844 - $75,239.

The Opportunity

As an Administrative Assistant, you will play an integral role in supporting our Emergency Services team and the delivery of services that help keep our community safe. Providing confidential administrative, technical, and customer service support, you will contribute to the effective operation of the Division. The ideal candidate is a highly organized and self-directed professional with strong communication skills, attention to detail, and a commitment to exceptional service for both internal and external stakeholders.

The Perks

• Safe & Friendly Work Culture
• EFAP Program
• Wellness Programs
• Employee Recognition
• Free Parking

Haldimand County

Haldimand County is a single-tier municipality with a dedicated team of professionals committed to delivering exceptional services to our citizens. With a focus on excellence, our county stands as an outstanding place to work and live. By joining our dynamic team, you open the door to a rewarding career where we prioritize the health and wellness of our employees, their families, and the communities we serve.

At Haldimand County, we believe in the Net Better Off philosophy . This means we’re passionate about helping our staff thrive and advance in an equitable workplace.

Job Description

Administrative Assistant, Emergency Services

Vacancy: Yes

Wage Range Annually: $61,844 - $75,239

Position Status: Permanent Full-Time

Core Competencies

• Self-Direction
• Interpersonal Communication
• Digital Literacy

Position Summary

Provide efficient and confidential administrative and technical support to the Director/Manager and Divisional staff in order for the Division to operate effectively and efficiently. Additionally, assist with the coordination of divisional business services, functions, and operations. As well as provide customer service to internal and external clients, including representatives of various levels of government, management, peers, staff, and the general public.

Qualifications, Knowledge, and Skills

Education

• Community College Diploma relative to the area of responsibility completed within two academic years.

Experience

• Some experience in administrative work or customer service, preferably within an Municipal Setting.

Knowledge/Skills

• Thorough understanding of municipal, corporate and divisional business administration procedures to recommend and/ or undertake activities that increase efficiency of the Division.
• A Valid Ontario Driver’s License and access to a reliable vehicle.
• Excellent verbal and written communication skills with the ability to give, obtain, seek clarification, and/or exchange routine information.
• Demonstrated initiative, and ability to make decisions involving routine tasks, within established procedures.
• Demonstrated ability to work independently referring only major problems to supervisor/ managers.
• Demonstrated ability to exercise significant discretion and sensitivity involving regular work with confidential information.
• Proven ability to handle/process cash, valuables and/ or issue receipts.
• Demonstrated analytical and problem solving skills involving occasional ingenuity, and minor refinement of procedures when necessary.
• Demonstrated capability to provide orientation or technical guidance, as needed.
• Organizational skills with conscientiousness, to avoid errors and ability to meet deadlines.
• Excellent interpersonal skills including the ability to work effectively in a team environment and guide interdisciplinary team- based discussion to increase staff morale, team building and team sprit.
• Technology Aptitude
  • Demonstrated intermediate computer skills to utilize various technological devices and programs while adhering to cybersecurity and best practices are followed.
  • Intermediate knowledge of MS Office (Word, Excel, Outlook, PowerPoint)

Responsibilities

The incumbent is responsible for, but not limited to:

Corporate

• Build and maintain relationships with internal and external contacts with an emphasis on building trust in/with the Division while ensuring effective public relations that sustain the positive image of the County.

People

• Work with Director/ manager or Divisional staff to resolve issues related to divisional business using internal and external relationships.

Money/Asset

• Assist with the development of operating and capital budgets; input budgets data; monitor approved budget.
• Review and process invoices, enter purchase orders, reconcile procurement card accounts, and complete account reconciliations throughout the year as required by applicable Policy and Procedures.

Functional

• Support
  • Provide correct information to inquiries or refer requests to those who have the necessary information or knowledge to respond.
  • Prepare Social Media on behalf of the Division to provide updates to the public regarding service impacts and other important informational updates.
  • Assist with divisional recruiting process by organizing resumes, booking interviews, completing reference checks, and completing unsuccessful applicant letters.
  • Provide technical support for various corporate software for office and field staff as requested.
• Reports
  • Coordinate, prepare and proofread written documentation from management staff, being cognizant of deadlines.
  • Prepare and analyse statistical data; research best practices related to divisional functions and ensure accuracy of information.
  • In conjunction with Human Resources staff, coordinate, on behalf of the Director/Manager, the collection, administration, analysis and/or accuracy of employee data such as compensation information, attendance records, vacation records, policies and procedures, performance management and professional development of Division staff.
• Record Management
  • Maintain approved records management system for the Division, ensuring that documentation is readily retrievable.
• Scheduling
  • Schedule meetings for the Director/Manager and Supervisors with County and non-County Staff, which includes meeting invitations.
  • Register divisional staff for conferences, seminars and trade shows including arranging for accommodation.
• Divisional
  • Communicate and provide records/ data/communications to the Ministry of Health (MOH), and the Ontario Fire Marshall as requested and/or mandatory reporting process.
  • Prepare documentation, and reports, and assist with service related policies and procedures, including HR files for Fire Services and the Fire Marshall.
  • Act as back up to the Coordinator of Emergency Management for divisional Social media to provide updates to the public regarding services impacts and other important informational updates.
  • Participate in Emergency management as the lead scribe and member of the Emergency Management Program Committee.

Demonstrate commitment to the Haldimand County Code of Conduct

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the job.

Working Conditions

• Regular Business Hours (8:30am- 4:30pm, Monday to Friday)
• Occasional Over-Time: Quarterly, record minutes for Fire Chiefs meetings, including 11 stations, occurs at 7pm for 2 hours.

Haldimand County envisions all County staff to possess a high degree of Ethical Behaviour & Professionalism, Political Acumen, Relationship Management, Credibility, Flexibility & Adaptability, Empathy & Compassion, Entrepreneurship, and Customer Service.

Haldimand County is an equal-opportunity employer that strives for inclusivity and belonging for all. Accommodation is available at any stage of the hiring process to applicants with differing abilities. If you require accommodation at any stage of the hiring process, please contact us at [e-mail].

We thank you for your interest in working for Haldimand County. Only candidates selected for an interview will be contacted.

Haldimand County
53 Thorburn Street South
Cayuga, Ontario
Canada, N0A 1E0

After hours (Road, Sewer, Water or Park & Public Facilities Emergencies): 1-888-849-7345