Temporary Executive Assistant - Fire 18-month contract

viridian Automation Inc
CA - Ontario - Ontario
January 29, 2025

At the City of Welland, we're continuously rewriting our story. Not because we don't know where we're going, but because we are constantly reaching for new heights, engaging in new approaches, and pursuing what many believe to be unattainable or too ambitious. We're not satisfied with the status quo, and we're certainly not satisfied with doing things a certain way simply because that's how they were done in the past.

We expect our population to increase to over 80,000 in the next 20 years, and serving a diverse, growing community requires strategic thinkers, norm breakers, and passionate civil servants. In Niagara, Welland's growth leads every other municipality, and the City is becoming the region's heartbeat.

So, we invite you to author your chapter and contribute to the overall body of work the City of Welland is creating. At the City of Welland, your ideas are nurtured, your input is invited, a healthy work-life balance is available, and most importantly, your voice will make a difference.

POSITION OBJECTIVE:

Reporting to a Deputy Fire Chief, this role combines traditional executive assistant responsibilities with technical expertise and creative problem-solving, making it ideal for someone who thrives at the intersection of business, technology, and design. While primarily focused on providing confidential administrative support to our management team, the Executive Assistant also manages departmental databases, identifies opportunities for process improvements, and develops and implements effective solutions. We value diverse perspectives and recognize the unique strengths each individual brings to our team. We are dedicated to fostering an inclusive and flexible work environment where creativity, adaptability, and a results-driven mindset are celebrated.

This is a non-uniform position.

DUTIES & RESPONSIBILITIES:

The duties listed are not meant to provide a description of each and every job performed but only those which represent the core functions of the job.

Maintain personnel database including staffing changes, administer user access permissions, and staff schedules.

Prepare and submit large volume payroll entries on a biweekly basis.

Maintain statistical fire response information including loss, response, and cause.

Prepare and submit mandatory reports to the OFMEM as applicable.

Prepare meeting packages and act as recording secretary for confidential, labour and management meetings as required.

Assist the Fire Management Team by researching and providing data and recommendations for budget and operational process.

Steward the modernization and implementation of systems and technology to achieve measurable efficiencies.

Responsible for the oversight and digitization of records.

Maintain the essential administrative needs of the department in the absence of other assistants.

All other duties as assigned.

SUPERVISION:

None

QUALIFICATIONS:

University Degree or College Diploma in Business Administration, Information Systems, Business Analyst, Business Technology Management or related field combining business administration and technology.

Three (3) years' experience in an administrative role, including payroll and advanced budgeting. Experience within Emergency Services or Municipal Government operations is considered an asset.

Critical thinking and problem solving skills, with the ability to anticipate needs and develop effective solutions.

Analytical skills to analyze data sets, evaluate arguments, or troubleshoot problems.

Excellent communication skills, both written and verbal, including the ability to summarize complex data into understandable, user-friendly, relevant explanations for reporting and knowledge transfer to management and staff.

Proficiency in Microsoft 365 (Teams, OneDrive, Word, Excel, Outlook).

Experience with database management tools and basic programming or scripting skills.

Ability to apply Lean process while working independently.

Superior attention to detail, organizational and time management skills.

Experience with Access, VBA, and WDL considered an asset.

SALARY AND BENEFITS INFORMATION:

$75,930.55 - $88,828.00 annual salary (2024 rates) plus OMERS pension is available.

HOW TO APPLY:

If you are interested in this opportunity with the City of Welland, please visit our website welland.ca/employment for further information and to apply no later than 4 p.m. on Monday, February 10, 2025.

Submit a current application which includes a cover letter and resume.

The City of Welland is an equal opportunity employer committed to inclusive, barrier-free recruitment and selection processes. In addition, the City of Welland is committed to accommodating persons with disabilities. Should you require any accommodations, we will work to meet your needs.

All applications are held in strict confidence. We thank all applicants for their interest; however, we will only contact those selected for an interview. No phone calls, please.

Personal information is collected under the authority of the Municipal Freedom of Information and Protection of Privacy Act and is for employment assessment purposes only.

Read the full job description and apply online on the recuiter's web-site

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