AREA OF RESPONSIBILITY:

Reporting to the Office Coordinator, this position provides senior administrative and communication support to ensure the smooth day-to-day operational functioning of the Fire & Emergency Services, and is available to provide a timely response to emerging administrative needs.

Information management. Handles electronic, written and verbal requests for information on behalf of Senior Chief Officers. Prioritizes requests and responds accordingly, or forwards to others for a response. Produce clear, comprehensive and accurate business documents.

Communication support. Assists in preparing correspondence, briefs, meeting agendas and minutes, and formatting of reports and presentation materials. Conducts research (i.e. web based) on topics related to Divisional operations and issues. Takes meeting minutes. Acts as Divisional liaison when dealing with Councillors, Department Heads and the public. Greeting and welcoming visitors, first point of contact, receiving and re-directing all incoming and outgoing mail and packages, answering all calls and directing as needed.

Scheduling and logistical support. Organizes and maintains digital filing systems and adjusts work plan to meet unscheduled events. Distributes agendas and minutes of meetings. Reminds senior Chief Officers of impending deadlines and assignments, and provides status updates. Arranges business travel including conference registration, accommodation and cash advances. Coordinates meeting, events and schedules.

Budget & financial support. Maintains unit records related to overall Divisional budget administration. Monitors current financial reporting accounts for the Division and present trends, issues and status of funds on a monthly basis. Assists in budget information compilation of data for reconciliation, forecasting and co-ordination. Maintains records related to budget administration.

Supports staff management. Administer absence tracker, timesheet coordination, input bi-weekly payroll entries, make adjustments, obtain approvals, file, respond to inquiries. Document and act as a reference point for City policies and procedures. May assist in meetings of confidential and sensitive information impacting staff. Facilitate training and provide functional guidance to staff as required.

SELECTION CRITERIA:

EDUCATION: Post-secondary certificate or diploma in Business or Office Administration or similar.

REQUIRED EXPERIENCE: Minimum 3-5 years providing administrative support to a senior leader, preferably in public sector, unionized environment.

OTHER SKILLS AND ASSETS:

Advanced user of Microsoft Office Suite (Word, Excel, and PowerPoint) including Microsoft Teams, and SharePoint.

Excellent communication skills, written and oral, English language

Knowledge of municipal operations, including departmental and council proceedings, considered an asset

Excellent organizational and project management skills

#LI-MG1

**Various tests and/or exams may be administered as part of the selection criteria.

Alternate formats will be provided upon request.

Interview: Our recruitment process will be completed with video conference technology.

As part of the corporation’s Modernizing Job Evaluation project, this position will undergo an evaluation which may result in a change to the rate of compensation. Any changes affecting this position will be communicated as information becomes available.

If this opportunity matches your interest and experience, please apply online at: www.brampton.ca/employment quoting reference #105168 by December 21, 2022 and complete the attached questionnaire. We thank all applicants; however, only those selected for an interview will be contacted. The successful candidate(s) will be required, as a condition of employment, to execute a written employment agreement. A criminal record search will be required of the successful candidate to verify the absence of a criminal record for which a pardon has not been granted.

As part of the application process, applicants will be invited to complete a self identification survey. The survey is voluntary. Participation in the survey will have no impact on hiring decisions. Should you wish to opt out of completing the survey, please select “prefer not to answer” as a response to each question. All information collected is confidential and will not be shared with the hiring manager. The surveys will be anonymized and will be kept separate from applicant or employee files, such that the individuals who completed the surveys will not be identifiable. The results of the survey will assist in the analysis of disaggregated metrics for organizational planning purposes and our commitment to advance and foster diversity, equity, and inclusion. The City may use anonymized data to produce aggregate reports for internal or external use.

Please be advised, the City of Brampton uses email to communicate with their applicants for open job competitions. It is the applicant’s responsibility to include an updated email address that is checked daily and accepts emails from unknown users. As we send time sensitive correspondence via email (i.e. testing bookings, interview dates), it is imperative that applicants check their email regularly. If we do not hear back from applicants, we will assume that you are no longer interested in the Job Competition and your application will be removed from the Competition.