Strathmore Fire Department Administrative Assistant / Emergency Management Coordinator

Full Time - Permanent (35 Hrs/Week)

Competition TOS2021-44

Strathmore is a vibrant, welcoming community that is recognized as a regional hub for business and recreation. Continued investment in recreation facilities, parks projects, commercial revitalization, and community programming provides an exceptional quality of life for our residents and visitors. Strathmore is in southern Alberta on the traditional lands of the Siksika Nation, surrounded by Wheatland County and a short distance east of Calgary.

The Town of Strathmore strives to be a leader in municipal administration and operations. Our team of experienced, engaged professionals deliver a diverse range of services and programs that continue to help us set new milestones for quality of life.

Position Summary:

Reporting to the Fire Chief, the Administrative Assistant / Emergency Management Coordinator is responsible for providing administrative and reception services for the Strathmore Fire Department (SFD). This role maintains the administration and documentation of the firefighter’s records, emergency response/management, and fire investigations/inspections. This role also coordinates and supports the activities of all SFD emergency and non-emergency activities, all Emergency Management administrative functions and provides other support as assigned.

Key Responsibilities Include:

  • Process bi-weekly, month end, and incident reports
  • Create and update personnel files for all Firefighters
  • Data input / processing of the firefighters’ time sheet information using FirePro and Penny software
  • Maintain and input training records
  • Process weekly/monthly invoicing of billable activities
  • Assist with the preparation of all reports from the Fire Department for meetings of Town Council or Council Committees as required
  • Assist with preparations for the Annual Firefighters Appreciation Banquet, as well as any other special events celebrated by the Fire Department
  • Prepare yearly planning, agendas, staff reports, and record meeting minutes, as required
  • Plan and coordinate public relations activities and events
  • Create and maintain Emergency Management (EM) documentation
  • Coordinate, compile, and distribute agendas and action plans for meetings of the Advisory Commissions and any subcommittees, as required
  • Attend Advisory Commission, committee, and other divisional meetings, keeping full and complete records of the proceedings as required. May provide advice on points of procedure
  • Coordinate Emergency Management training activities and public education events
  • Support users with access to and with system updates of the Public Alert Notifications System
  • Participate as a member of the emergency coordination centre (ECC) team as required during activations and exercises
  • Assist with other administrative duties of the Department, as required
  • Performs other duties as assigned

Core Competencies:

  • Accountability - Assumes responsibility for successfully accomplishing work goals and objectives and consistently delivering results, setting high standards of performance for self and others
  • Planning and Prioritization - Plans and organizes work activities; manages several tasks at once
  • Collaboration - Works cooperatively with others, inside and outside the organization, to accomplish objectives to build and maintain mutually beneficial partnerships, leverage information, and achieve results
  • Communication - Provides regular, consistent, and relevant information to others and ensures appropriate individuals are informed; listens carefully to others, asks questions and responds thoughtfully; communicates in a clear and concise manner using appropriate content, style and method of communication to suit the needs of the individual or audience
  • External and Organizational Awareness - Identifies and understands how internal and external issues (e.g., economic, political, social trends) impact the work of Strathmore Fire Department
  • Judgment and Problem Solving - Demonstrates independent and sound judgment in an abstract environment to make decisions independently or collaboratively
  • Adaptability - Adapts quickly to change and easily considers new approaches
  • Initiative - Identifies opportunities and issues, and proactively acts and follows through on work activities to capitalize or resolve them
  • Occupational Health and Safety - Applies knowledge of occupational health and safety principles and practices at the Strathmore Fire Department
  • Customer Service - Demonstrates a commitment to public service, serves and satisfies internal and external customers, holds themselves accountable for quality outcomes
  • Relationship Building and Management - Develops and maintains effective relationships with others, relates well to people from varied backgrounds and in different situations, show understanding, courtesy, tact, empathy and politeness

Required Education & Experience:

  • Minimum High School Diploma, GED or equivalent, supplemented by post-secondary courses/diploma  in office administration and/or business administration
  • Previous Municipal government administrative experience and having worked within the timeframes and structure of a government body or a minimum of 2 years’ of office experience is considered an asset
  • Previous/related experience working in/with Emergency Services activities
  • Training and/or experience in MS Office software, including email, Word, Excel, PowerPoint, and databases
  • Basic First Aid Certification and CPR
  • Valid Drivers Licence
  • Consent to disclosure of a Driver’s Abstract
  • Consent to disclosure of a Criminal Record Check
  • References from recent employers will be required as part of the recruitment process

How to

The Town of Strathmore has implemented a Mandatory Vaccination Policy requiring all employees to be fully vaccinated against COVID-19 as a condition of employment. Exemptions are available for those who cannot be fully vaccinated on the basis of a protected legal ground (i.e., medical, religious). The successful candidate will be asked to provide proof of vaccination or request an exemption as part of the recruitment process.

Hours:

The work week is Monday to Friday, 08:30 to 16:30 with one hour for lunch (35 hours per week).

Compensation:

The Town of Strathmore total compensation package includes a competitive salary, a comprehensive benefits package with health spending and wellness component, and LAPP pension eligibility.

Application:

Please submit a cover letter and complete resume of experience and qualifications, quoting  Competition TOS2021-44 to: careers@strathmore.ca

This position will remain open until a suitable candidate is found.

The Town of Strathmore thanks all applicants; however, only those selected for an interview will be contacted.

We are an equal opportunity employer and encourage applications from all qualified individuals. We are committed to providing a diverse and inclusive work environment where every employee feels valued and respected. We will consider accessibility accommodations to applicants upon request.

This posting is intended as a summary of the primary responsibilities and qualifications for this position. The job ad is not intended as inclusive of all duties an individual in this position might be asked to perform or of all qualifications that may be required either now or in the future.

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