The City of Port Colborne, located on the south coast of the scenic Niagara region, Niagara’s Port of Call has found the perfect balance – successful industrial and commercial sectors, comfortable and scenic residential areas, white sand beaches, unique culinary choices, the world class Sugarloaf Marina, fishing, golfing, trails, shopping districts along the historic Welland Canal – truly a community that adds to the overall Niagara Experience. 

The City of Port Colborne is seeking an enthusiastic and highly motivated candidate for the role of Executive Administrative Assistant to the Fire Chief who will support the operation and administration of the Fire Chief, Deputy Fire Chief and Fire Prevention Officer; as well as provide administrative and reception services to the Fire Department.

Reporting to the Fire Chief, the following outlines the duties and responsibilities of the position: 

• Coordinate hiring and promotional process for Fire Department including postings, hiring manuals, advertising, review panels, examinations, scheduling CPAT and medicals.
• Develop and maintain accurate personnel database and files for Full-time and Volunteer Fire Fighters.
• Maintain confidential records and ensure security of such materials.
• Establish and maintain a filing system specific to the Fire Department.
• Process and maintain purchase orders and accurate accounts receivable and payable records, expense sheets for Department and charge backs (MTO, False Alarms, Open Burning, Natural Gas Incidents).
• Invoicing for services (fire report requests, fire inspections, air cylinders, smoke alarms, and carbon monoxide alarms).
• Interact and follow through with the Fire Chief/Deputy Fire Chief for all confidential and business matters including court documents, briefs, on-duty personnel – compiling, creating, dictation, proofreading.
• Liaise between public and staff on Fire Prevention matters queries.
• Help with arrangements for training sessions.
• Perform specialized administrative duties related to Department operations including data research, report writing, coordinate special events, development and maintenance of tracking systems for budget expenditures, edits, proofread and correct written materials to ensure correct format, spelling, punctuation, and grammar.
• Responsible for all purchases for clothing (Full-time and Volunteer), bunker gear, office supplies, fire equipment, public education material, training materials, first aid supplies, defibrillator supplies, as required.
• Prepare, summarize, and follow through with quotation/tenders and specifications for apparatus/equipment as needed.
• Assist with Public Education Program – Safety Day, Fire Prevention Day, School Events – teaching children and elderly the importance of fire safety.
• Coordinate special events, award recognition for Fire Fighters (i.e. Federal/Provincial Awards, Special Recognition Awards, Retirement Awards)
• Assist with the shift schedule, including moves (notification of Fire Fighters)
• Coordinate the installation of 911 Signs – obtain locates, receive complains, order supplies, direct Fire Fighters to complete installation.
• Responsible for City Emergency Disaster Plan by keeping information, names, contact information current and redistributing to City Divisions and Outside Agencies.
• Liaison with Payroll and Human Resources to ensure accuracy of records.
• Register personnel for conferences and seminars, make travel arrangements, complete expense reports.
• Schedule appointments for the Fire Chief, Deputy Fire Chief, Fire Prevention Officer, and Full-time Fire Fighters – book Station Tours, Outside Agency Training (Extinguisher, CPR/First Aid).
• Maintain smoke alarm/carbon monoxide alarm installation database, ordering of smoke alarms/carbon monoxide alarms, cashier for customers paying for alarms.

The ideal candidate will have a 2-year College Diploma in Office Administration, along with one (1) year of related experience. You have excellent communication, interpersonal and analytical skills. You have experience with record keeping and retention. You have through knowledge of the Fire Service and its operations.

For more details, please see the Job Description here

This is a part-time temporary position for 6 months. Working 3 days per week, the compensation range for this position is $33.53 - $39.23 per hour.

To confidentially explore this exciting and challenging opportunity, please submit your resume and cover letter quoting Competition #2024-20 by 4:00 pm, on April 26, 2024:

 66 Charlotte Street, Port Colborne, Ontario L3K 3C8 or by e-mail to: hr@portcolborne.ca

We thank all those who apply but advise that only those applicants selected for an interview will be contacted. The City of Port Colborne is an equal opportunity employer.  Accommodations are available for all parts of the recruitment process. If contacted for an interview, please advise the Human Resources staff of any measures you feel you need to enable you to be assessed in a fair and equitable manner. Information received relating to accommodation measures will be addressed confidentially. Personal information is collected under the authority of the Municipal Act, 2001 (S.O. 2001, c.25) and will be used to select a candidate.