- Company Name
- The City of Belleville
- Job Title
- Administrative Assistant
- Job Description
-
Job title: Administrative Assistant
Role Summary:
Provide comprehensive administrative support to the Fire Management Team, ensuring efficient operations across urban and rural fire services. Manage time records, payroll coordination, correspondence, SOP distribution, meeting minutes, audits, and regulatory compliance while maintaining confidentiality and promoting equity, diversity, and inclusion.
Expectations:
- Execute all duties within established procedures and seek authorization for deviations.
- Uphold strict confidentiality of employee records and sensitive information.
- Deliver high‑quality customer service to staff, vendors, agencies, and the public.
Key Responsibilities:
- Handle day‑to‑day office tasks: inbox management, mail distribution, calendar coordination, and public inquiries.
- Monitor, reconcile, and audit employee time records, overtime, leave, and payroll interfaces.
- Maintain and distribute SOPs, internal notices, memos, and external correspondence.
- Document minutes for Joint Health and Safety Committee and other internal/external meetings.
- Process payments for personnel certifications, training, fire service courses, and other related expenses.
- Coordinate fire department records management, payroll administration, and procurement of fire equipment.
- Assemble audit information for Office of the Fire Marshal, Ministry of Labour, and other regulators.
- Manage FOI requests and prepare cost‑recovery invoicing for rates, charges, and government claims.
- Submit applications for certifications, medals, and bars.
- Coordinate preventive maintenance of fire stations and support health and safety initiatives.
- Perform additional duties as required.
Required Skills:
- Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel).
- Strong organizational and multi‑tasking abilities in a high‑pressure environment.
- Excellent verbal and written communication; customer‑service orientation.
- Ability to work professionally with all management levels and the public.
- Confidentiality management for sensitive data.
Required Education & Certifications:
- Minimum 2‑year college diploma in Executive/Business Administration.
- Current satisfactory Criminal Record Check.
- Two (2) years of related administrative experience (municipal experience a plus).
- Knowledge of invoicing, purchasing, payroll support, attendance software, and relevant municipal legislation and regulations.