Job Description

Position Overview
Position overview
Resumes are being accepted for the position of Supervisor, Administrative Services, within the Guelph Fire Department (GFD). Reporting to the Fire Chief, the Supervisor, Administrative Services, is responsible for managing the daily operations of the administrative support team for Fire Management. This includes supervising two clerical staff, overseeing various administrative functions across departmental divisions, and ensuring compliance with documentation requirements for the Office of the Fire Marshal.
Key duties and responsibilities

• Provide administrative assistant services to the Fire Chief and Management Team, including managing confidential matters, screening correspondence, emails, telephone calls, and organizing daily routines.
• Lead, inspire, and supervise administrative staff, including recruitment, training/onboarding, coaching, development, scheduling, and performance management.
• Address and manage public concerns by providing clear communication, timely responses, and effective resolutions.
• Provide administrative support, including coordinating meetings, taking minutes, and supporting GFD managerial staff as needed.
• Contribute To strategic planning, including the development of goals and objectives as part of the management team.
• Coordinate and oversee GFD events.
• Review and verify Fire services employee payroll, including statutory pay, monthly acting time, sick time, and overtime; liaising with Payroll as required.
• Represent GFD on various committees and corporate projects, working on special projects that support and align with GFD strategic plan
• Act as the divisional point of contact for various general administrative functions, including, but not limited to, space planning, records management, asset management, telecommunications, time entry, and accounting.
• Be accountable for business planning, financial management, trending, service planning, research, and project management planning and execution.
• Support strategic organizational projects such as the development of business plans.
• Oversee the planning, implementation, execution, and evaluation of administrative and business services initiatives that improve business processes.
• Liaise with agencies, fire services, departments, and stakeholders to exchange information and provide expertise, fostering relationships that support leadership and influence decision making.
• Support business reports using data to make qualitative and quantitative recommendations for future changes and development opportunities.
• Maintain knowledge of collective agreements and corporate and GFD policies and procedures to support and respond to fire and emergency services inquiries as required.
• Assist in preparing and proofreading documents and materials, including correspondence, reports, presentations, statistical data, and related materials.
• Maintain files, documentation, and correspondence using the corporate filing system, ensuring signoffs and approvals comply with policies and confidentiality standards.
• Approve all billings under the Municipal Fees and Charges Bylaw.
• Oversee Fire Department revenue, ensuring accurate billing, collection, and management of all revenue sources related to fire services.
• Assist with the reconciliation of credit card statements.
• Oversee the procurement process for uniforms, supplies, equipment, and materials.
• Manage the inventory control process, ensuring timely fulfillment of requests and generating comprehensive inventory reports to support operating budget analysis; identify trends and provide process improvements.
• Ensure Freedom of Information Requests are provided efficiently and effectively.
• Ensure employees work in compliance with the Occupational Health and Safety Act, regulations, and all Corporate Policies and Procedures
• Carry out any additional duties assigned by the Fire Leadership Team.

Qualifications and requirements

• Completion of post-secondary education in Office Administration or related. An equivalent combination of education and experience may be considered.
• Minimum of three years of experience demonstrating effective office management and leadership, including supervising and developing a team of administrative staff.
• Experience with continuous improvement methodologies, as well as developing and implementing business performance metrics.
• Excellent organizational skills with the ability to provide effective and efficient administrative support in a high-demand, time-sensitive, service-oriented organization.
• Proficient proofreading and editing skills to support management with correspondence, report writing, and preparing presentation materials.
• Proficiency with office automation and computer applications such as Microsoft Office products.
• Must be able to manage and prioritize multiple tasks in a demanding environment.
• Ability to manage confidential or politically sensitive matters and uphold confidentiality.
• Excellent interpersonal and communication skills, with the ability to engage positively across diverse teams, leadership, external consultants, and the public.
• Demonstrated ability to independently problem-solve and make sound decisions with minimal supervision.
• Must possess a valid class "G" Ontario Driver's License with a good driving record. Successful candidates will be required to provide a current driver's abstract before their start date to verify that their license is in good standing and has not been suspended or revoked under the Highway Traffic Act (HTA) or Criminal Code of Canada within the last five years. The City of Guelph will consider the number of demerit points and the nature of infractions to determine if they meet our requirements.
• The successful candidate must provide and maintain a Criminal Reference Check and Vulnerable Sector Screening.
• Experience in municipal government with knowledge of fire or related emergency services operations are considered assets

Hours of work
35 hours per week. The normal business hours are Monday to Friday 8:30am to 4:30pm; however, the ability to work flexible hours would be required as needed.
Pay/Salary
Non-union Grade 3 Rate: $68,625.65- $85,782.06
How to apply
Qualified applicants are invited to apply using our online application system by January 7, 2025. Please note all applicants must complete the online questionnaire specific to this position at the time they submit their resume and cover letter in order to be considered.
The City of Guelph is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive workplace where employees feel welcome, valued and engaged. Our employment policies strictly prohibit all forms of discrimination on any of the grounds in relevant laws. All employment practices are solely based on individual merit, qualifications, and organization's needs at the time. In keeping with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act, we are committed to working with and providing reasonable accommodation for qualified individuals in our job application procedures. If you need an accommodation in order to participate in the hiring process, you may contact us to make your needs known in advance.
Personal information collected through the recruitment process will be used solely to determine eligibility for employment. We thank all candidates in advance; however, only those being considered for an interview will be contacted.

Skills Required