Administrative Assistant (Fire)

Taleo; Lindsay; Hybrid; CAD 47,000 - 51,000; Full time

Job summary

The City of Kawartha Lakes is seeking an Administrative Assistant (Fire Service) to provide frontline representation and clerical support. Responsibilities include accounts receivable invoicing, permit issuance, records control, data entry, and customer service.

The role requires coordination with Finance, preparation of reports, and occasional travel within the municipality. Applicants should have a post-secondary diploma in Office Administration and at least three years of related municipal

Qualifications

• Post-secondary diploma in Office Administration or a related field.
• Minimum 3 years of related experience, preferably in a municipal environment.
• Office experience in the department's business is preferred.
• Demonstrated professional and ethical responsibility to protect privacy and handle confidential information.
• Strong customer-service and interpersonal skills to maintain cooperative working relationships.
• Excellent time-management skills and ability to prioritize multiple demands.
• Excellent written communication and attention to detail.
• Excellent organizational and administrative skills; able to work independently or in a team.
• Ability to take initiative and share process improvements with management.
• Understanding and adherence to municipal policies and procedures.
• Proficiency in Microsoft Office, the internet, and related software.
• Criminal Record Check required after conditional offer.

Responsibilities

• Issue burn permits and fireworks permits and related processes.
• Accounts receivable invoicing to ministries and insurers for motor vehicle recovery.
• Quality control of Fire Service incident records and electronic transmission to the Ontario Fire Marshal.
• Provide information to the public and respond to requests requiring research and contact, with emphasis on customer service.
• Liaise between the public, Council, staff and other agencies; manage telephone, counter reception, and email communications.
• Review invoices for accuracy; ensure proper coding, approvals, and forwarding to Accounts Payable.
• Generate purchase orders and change order requests; act as division liaison with Finance.
• Inventory control; data input into departmental and corporate systems.
• Schedule meetings, travel, and training; book conferences/workshops.
• Provide clerical support for committees; prepare agendas, minutes, and follow-up reports.
• Manage incoming correspondence; forward to appropriate staff; draft letters and reports.
• Collect statistics and produce reports for the Manager; update department databases.
• Contribute to forms, slides, posters, newsletters, and promotional materials.
• Coordinate staff vacation requests; assist with special projects.
• Provide backup administrative support to other divisions; travel for meetings as needed.

Skills

Customer service

Time management

Written communication

Organizational skills

Interpersonal skills

Discretion

Privacy protection

Research skills

Independent work

Education

Post-secondary diploma in Office Administration

Tools

Microsoft Office

Database software

Internet

Job description

This position is responsible for front line representation of the department and for providing administrative and clerical services, including financial accounting functions and in some cases, payroll support.

Number of available positions:

1

Date of Posting:

Sept 25/26

October 6, 2026

Duration (if temporary):

N/A

Location:

Lindsay, ON

Union:

CUPE 855 Inside

Job Title: Administrative Assistant (Fire Service)

Salary: 34.06 - $36.84 hourly (2026)

Reports To: Executive Assistant

NOTE: This posting is open for the first three (3) working days (11:59 pm September 30, 2026) to employees who permanently hold this job title. If an Administrative Assistant applies within the first three (3) working days of this posting, the position will be awarded to the most senior Administrative Assistant applicant; otherwise, the seven day posting period will be honoured and all qualified applicants will be considered.

Job Description:

Issue burn permits and fireworks permits and related processes

Accounts receivable invoicing to the Ministry of Transportation and Insurance companies for motor vehicle accident recovery

Quality control of Fire Service incident records and related processes such as electronic transmission of records to the Ontario Fire Marshal

Provide information in response to requests from the public and provides information requiring varying degrees of research and personal contact concerning the Department and its affairs, emphasizing customer service

• Act as a liaison between the public, Council, staff and other public or private agencies, along with maintaining telephone, counter reception, and e-mail communication
• Review invoices and statements for accuracy related to the department and ensure that all invoices are properly coded, approved by senior staff and forwarded to Accounts Payable for payment
• Act as a division liaison with Finance and generate required purchase orders, change order request, etc.
• Responsible for inventory control and input and divisional data collection and input into various departmental and corporate computer systems
• Schedule appointments, meetings, book conferences/workshops, training, etc. and make travel arrangements
• Provide clerical support to various committees, including agenda preparation, printing and distribution, meeting attendance, minute preparation and required follow-up such as correspondence and drafting reports for final approval
• Review all incoming correspondence by mail, fax and courier, obtains background information, and forwards on to the appropriate staff
• Compose letters and correspondence for signature and prepares reports and agreements as required; proof reads for accuracy, grammatical errors and completeness
• Collect and enter statistical data and calculate, and produce reports and statistical information for the Manager
• Maintain and update multiple department databases and provide related information and reports
• Maintain paper and electronic filing systems, including confidential files, and may act as records liaison for the department/division
• Research information and manage/assist with special projects

Provide backup administrative assistant support to other divisions within the Department

Support a variety of division related projects, such as research, database management, ordering and distribution of supplies, promotional materials, etc.

Occasional travel is required to attend meetings and training

• Perform other related duties as assigned

Other duties (that may be required depending on the department)

• Input payroll data, ensuring accuracy and completeness, check time card data, and maintain employee data records and databases
• Assist the Manager in preparation and monitoring of budgets for the division
• Design and develop forms, slides, manuals, poster-board displays, newsletters, pamphlets and other promotional material for distribution to staff, community professionals and the public, from handwritten or verbal information; determine layout and paste-up design using various word processing, graphic and desktop publishing software packages
• Coordinate and track staff vacation requests

Skills/Education Required

• Post-secondary diploma in Office Administration or a related field
• Minimum 3 years of related experience, preferably in a municipal environment
• Office experience in the specific business of the department is preferred
• Demonstrated professional and ethical responsibility to protect privacy, use confidential information appropriately, treat sensitive situations with appropriate degree of tact and discretion
• Demonstrated customer-service and interpersonal skills at a level to develop and to maintain cooperative/collaborative working relationships both within and outside the organization
• Excellent time-management skills with the ability to prioritize workload and meet deadlines, and the ability to deal with multiple demands
• Excellent written communication skills with attention to detail and accuracy
• Excellent organizational and administrative skills with the ability to work independently and in a team environment
• Ability to demonstrate initiative consistently with commitment to quality improvement, sharing process improvement initiatives with management
• Demonstrated ability to understand and abide by municipal policies and procedures
• Demonstrated proficiency in Microsoft Office, the internet, and any other related software
• Upon a conditional offer of employment, an acceptable Criminal Record Check will be required

This posting is for an existing, currently open position within Fire Services. Applications will be reviewed as received. Applicants must be prepared for skill testing.

The City of Kawartha Lakes is an equal opportunity employer committed to building an inclusive and supportive workplace. We welcome applications from qualified candidates of all backgrounds and experiences.

We are dedicated to providing barrier-free and accessible employment practices in compliance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA). If you are contacted regarding a job opportunity, please let us know of any accommodations you may require. We will work with you to ensure your needs are met throughout the recruitment and selection process.