Job Description

The Town of Newmarket is committed to taking every precaution reasonable in the circumstances for the protection of the health and safety of workers from the hazard of COVID-19. As a condition of being hired by the Town, employees including students and volunteers are required to be fully vaccinated with a Health Canada or World Health Organization approved COVID-19 vaccine series, unless legally entitled to accommodation under the Ontario Human Rights Code. Reference Vaccination Policy.

Under the direction of the Deputy Fire Chief, the Administrative Assistant is responsible for administrative support to the Deputy Fire Chiefs, Assistant Deputy Chief, Platoon Chiefs, Training and Fire Prevention divisions; handling calls, inquiries, correspondence, emails, Station Notices, Meeting Minutes, and committee support. The handling of sensitive and confidential matters; preparing reports, and spreadsheets; performing general research; compiling and preparing various types of reports and statistical data; maintaining records and file systems including administering the electronic records management system; developing and maintaining databases; assisting with event planning, minute taking and website administration.

In addition, the Administrative Assistant, Training is responsible for providing direct administrative support to the Assistant Deputy Chief and Training Division, handling a variety of communications, coordinating registrations, testing, and maintaining data on training events. Assists with development of training calendar and curriculum, training materials, and resources. Responsible for training records, electronic and hard copy, as well as data collection, data analysis for a variety of reports.

Job Requirements

1. Formal post-secondary education in public administration or business administration or a related field of study and a thorough working knowledge of general administrative support function or an equivalent combination of education and experience.

2. Knowledge of adult education principles, short, and long-range planning, (Gantt charts), lesson planning, and learning outcomes is an asset.

3. Understanding of the design, development, and implementation of training presentations, learning materials, and schedules including learning outcomes.

4. Working knowledge of municipal government and applicable legislation preferably relating to Fire Services.

5. A high-level proficiency in a computerized environment utilizing a variety of programs. Preference for Microsoft Office (Word, Excel, PowerPoint, Outlook), multi-line phone system.

6. Working knowledge of electronic data management systems with the ability to develop and run queries (i.e. Firehouse, JD Edwards).

7. Excellent written presentation skills and the ability to prepare concise and professional reports and presentations.

8. Demonstrated ability to create intermediate to advance excel spreadsheets with an understanding of data analysis principals.

9. Excellent organizational, interpersonal and problem-solving skills with the ability to manage multiple tasks and priorities in a demanding environment.

10. A team-oriented person with demonstrated initiative, a strong attention to detail and accuracy is required.

11. Strong written and verbal communication skills with a proven ability to work effectively and confidentially with all levels of management and the public.

12. Research and basic analysis skills to support the compilation of information and assist in the preparation of reports and correspondence.

13. Ability to work independently and prioritize workload and maintain confidentiality.

14. Ability to deal courteously and effectively with co-workers, the public, ratepayers, other department staff/levels of government, utilities, suppliers, and community/charitable organizations.

15. Class \xe2\x80\x9cG\xe2\x80\x9d License in good standing required and a reliable vehicle to use on corporate business.

The Town of Newmarket is committed to accommodating all applicants in accordance with the Ontario Human Rights Code for all employment activities including the recruitment process.

Additional Information

Town of Newmarket