Administrative Assistant, Fire - City of Mississauga

AI Summary

This temporary Administrative Assistant Level 2, Fire position with the City of Mississauga in Mississauga, ON, provides comprehensive administrative support to the Fire Prevention and Risk Reduction Division. Key duties include front-line customer service, managing correspondence, processing invoices, and assisting with payroll and personnel records. Top requirements include excellent organizational and communication skills, a focus on confidentiality, and the ability to manage multiple tasks effectively.

About the Administrative Assistant, Fire Role

The City of Mississauga is seeking a dedicated Administrative Assistant Level 2 to join its Fire Prevention and Risk Reduction Division. This temporary role, with a contract duration of up to 18 months, is crucial for maintaining the efficient operation of the division, supporting the Deputy Chief and the broader team. The successful candidate will perform a wide array of administrative duties, acting as a primary point of contact for clients of Mississauga Fire and Emergency Services (MFES) both in person and remotely. This position requires a proactive individual who can handle diverse responsibilities, ensuring smooth administrative processes within the dynamic environment of the fire department. The role demands meticulous attention to detail and a commitment to supporting the vital public safety functions of the City.

Key Responsibilities and Operational Support

Under the direct supervision of the Deputy Chief, Fire Prevention and Risk Reduction, the Administrative Assistant prepares various documents and manages critical financial and personnel-related tasks. Core responsibilities include preparing purchase orders using the corporate computer system and diligently processing invoices, ensuring they are approved by the appropriate Division Chief prior to payment. The role also involves managing all cheque requisitions and journal entries, maintaining accurate vendor files, and following up on any discrepancies. Furthermore, this position prepares payroll entries in SAP, serving as a key liaison for these matters, and coordinates administrative requirements for personnel changes, including promotions and terminations, keeping track of all fire personnel status updates. Additional duties encompass scheduling meetings, preparing agendas and minutes, and coordinating staff reimbursements and accommodations for fire personnel attending conferences or seminars. The incumbent will also handle general typing, word processing, and data entry, along with developing and maintaining comprehensive files and records for the division.

Skills, Qualifications, and Workplace Environment

The ideal candidate for this administrative role will possess a minimum of Grade 12 education, with post-secondary education in business, legal, or administration considered a valuable asset. A minimum of three years of administrative experience is required, preferably within a unionized environment, demonstrating a proven ability to manage multiple tasks and prioritize work effectively in a fast-paced setting. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) is essential, and experience with SAP R/3, OMNI filing system, and MAX is highly advantageous. Strong organizational abilities are paramount, alongside excellent oral and written communication skills, enabling effective interaction with all levels of staff and the public. The ability to type accurately at 45-60 words per minute is preferred for data entry duties. Crucially, the successful applicant must exercise good judgment and maintain strict confidentiality regarding all administrative and personnel matters within the fire division. This role is integral to the support structure of the City of Mississauga's public safety efforts.