Employment Opportunity
Emergency Services Administrative Assistant
FULL TIME POSITION
This is a full time Position for the Peerless Trout First Nation and will report to the Band Manager. This position maintains a filing system for all financial reports and records and relay messages/emails, tracking expenditures for budget reporting, reviews all firefighter honorarium time sheets prior to approval, and prepares invoicing and submit to finance. The successful candidate will be responsible for the day-to-day administration of the Emergency Services Program.
As Emergency Services Administrative Assistant, you will be responsible for providing administrative support to the Peerless Trout Emergency Services Program
GENERAL DUTIES OF THIS POSITION:
- Answer the telephone and provide information to the caller or route the caller to the appropriate Chief Officer
- Greet visitors to the fire station and direct them to the appropriate chief officer
- Take phone or visitor messages and deliver them to the appropriate Chief Officer
Maintain database – IaR – I am Responding
- Compose and type routine correspondence and office memorandums using word processing software
- Compile and type statistical reports including tables using spreadsheet software
- Schedule and manage multiple schedules using Microsoft Office software
- Maintain office supplies and maintenance records
- Make copies, collate and staple materials as required
- Maintain current and permanent filing system, including creating new files and retrieving same as requested
- Complete/record Incident Reports using specialized Fire Department software and create invoices for Motor Vehicle Collisions (MVCs) as required
- Attend and take minutes of monthly and quarterly meeting
- Perform other related duties as required
SPECIFIC RESPONSIBILITIES:
- Provides general office services as required including, but not limited to, the following:
- Files, photocopies, and circulates materials
- Assists in the preparation and distributes agendas for meetings
- Records and prepares minutes for regular, special and regional meetings
- Coordinates and plans events
- Inventory maintenance
- Billing for Department personnel, services or facilities as required
- Scheduling training for weekly practices, monthly, and annually
- Maintains Firefighter contact information for all Emergency Services Personnel
- Maintains current contact information for government agencies and NGO’s
- Conducts research and surveys under the direction of the Fire Chief
AUTHORITIES OF THIS POSITION:
- Access to, and work with, information of highly confidential nature. Discretionary and confidential handling of all information.
KNOWLEDGE, SKILLS, AND ABILITIES
- Knowledge of modern office procedures and methods including telephone communications, office systems and record keeping.
- Skilled in the use of computers and familiar with Microsoft Office, Word, Excel, PowerPoint and Publisher
- Good interpersonal skills in working with a variety of individuals and stakeholders such as ESAR, SAR, and the Society
- Proven organizational skills
- Excellent verbal and written skills
- The ability to multi-task in a fast-paced environment
- Strong understanding of the importance of maintaining confidentiality
- Ability to establish priorities, work independently and proceed with objectives under minimal supervision
- Ability to handle and resolve recurring problems
- Working knowledge on how to effectively use Emergency Reporting Software
- Ability to understand/speak Cree is an asset;
- Must provide a clear RCMP Police Information Check;
- MUST have Valid class 5 Driver’s License, air endorsement would be preferred
REQUIRED QUALIFICATIONS OF THIS POSITION:
- Grade 12 Diploma
- Three (3) years related work experience
- Post-Secondary Education in office administration is preferred
Please submit a cover letter and resume citing the position title in the email subject line via email to: Hr@ptfn.net. We thank all candidates for their interest, however only candidates selected for an interview will be contacted.
Until Suitable Candidate is found