Job Description

Under the general supervision of the Deputy Chiefs and reporting directly to the Executive Assistant to the Chief, the Administrative Assistant provides a broad range of administrative support services to the Deputy Chiefs and their direct reports.


The Administrative Assistant is responsible for organizing workflow, establishing and maintaining effective and efficient systems for correspondence and issue tracking, priority identification and deadline control. Key areas of responsibility include assisting in the preparation and maintenance of correspondence, reports, managing the Deputy Chiefs' schedules, and coordinating processes.


As the main point of contact in the Deputy Chiefs' offices for senior management, departmental staff and the general public, the Administrative Assistant deals with confidential issues, and uses discretion and sound judgment in workload management, prioritization of issues and the provision of departmental information on a day-to-day basis, and may respond directly on behalf of the Deputy Chiefs on some issues.


As part of an administrative support team, provides administrative support to the Fire and Paramedic Chief, Executive Assistant and other Deputy Chiefs and Assistant Chiefs when required.

As the

Administrative Assistant

, you will:


Coordinate workflow and administrative processes for the Deputy Chiefs.

Compile and collate information to assist the Deputy Chiefs in preparation of reports and correspondence.

Coordinate and organize the Deputy Chiefs' schedules and ensure appropriate file materials are available for daily meetings and presentations including room setup and A/V bookings.

Your education and qualifications include:

A diploma in Administrative Assistant, Office Administration or Business Administration; or a combination of education, training and experience.

Two (2) or more years' experience providing administrative support in a fast-paced environment.

Experience working with confidential documents/information and exercising discretion in providing information to others.

Experience using Microsoft Word and Outlook at an advanced level and Microsoft Excel at an intermediate level.

Experience drafting, editing and proofreading documents and correspondence.

Excellent organizational skills with the ability to prioritize and multi-task in a deadline driven environment with time constraints.

Excellent analytical and problem-solving skills with the ability to make sound decisions demonstrating good judgement when dealing with highly confidential or sensitive situations.

Excellent verbal communication skills.

Excellent written communication skills.

Excellent interpersonal skills with the ability to establish and maintain strong working relationships with clients, co-workers, supervisors, and other agencies and professionals (i.e. Police, Firefighters, Paramedics and other health care professionals) in a collaborative, team environment.

Ability to work independently and take initiative.

Ability to accurately type a minimum of 50 words per minute (wpm).

Ability to take quick, accurate notes and prepare accurate and concise minutes at meetings

IMPORTANT

: Applicants who have been educated outside of Canada must have education which is comparable to the minimum qualification in Canada. Applicants submitting foreign credentials require an official academic assessment report issued by a recognized Canadian assessment service https://www.canalliance.org/en/ at application.

CONDITIONS OF EMPLOYMENT:

The successful applicant must maintain legal eligibility to work in Canada. If the successful applicant possesses a work permit, it is their responsibility to ensure the permit remains valid. * Must possess and maintain a valid Police Information Check (original copy) from the City of Winnipeg Police Service (RCMP or provincial equivalent), satisfactory to the employer. This document will be required from the successful candidate, at their expense. Any infractions, offences or investigations occurring prior or after application submission must be reported to the WFPS. For more information please visit: https://winnipeg.ca/police/pr/PIC.stm#online