Admin & HR | Senior Clerk, Fire Department - Contract

Reporting to the Supervisor of Administration, the Senior Clerk, Fire Department is responsible for administrative, financial and inventory support for the Victoria Fire Department (VFD). Additionally, the role is responsible for scheduling and calendar management for the Fire Chief and Deputy Fire Chiefs. This position assists with day-to-day activities essential for the efficient operation of the Victoria Fire Department.

KEY DUTIES

Administrative and Financial Support:

• Responds to inquiries for general information from the public, staff, and outside agencies.
• Prepares and maintains statistical data for the department, such as month-end reports and call response rate reports.
• Updates and prepares a variety of letters, memos, reports, and department-related communications such as operational guidelines and standing orders.
• Takes and transcribes minutes for various meetings and committees.
• Assists with the ongoing maintenance of the Administration team’s procedures and guidelines documents.
• Assists with maintaining electronic filing systems covering all administrative functions of the Fire Department, including creating forms and templates as required.
• Maintains a variety of manual and digital records such as the employee roster, scheduling, and WorkSafe report entries.
• Renews affiliation memberships for employees.
• Maintains departmental intranet site.
• Registers Fire Chief and Deputies for events and conferences, arranging accommodation and transportation as required.
• Sorts and distributes physical and electronic mail.
• Liaises with vendors and outside agencies as required.
• Assist with data entry, such as entering training records and fire inspection records.
• Receives and respond to Freedom of Information requests, drafting letters to the public, responding to property search requests, and Oil Tank queries.
• Issue permits and update related records.
• Processes accounts receivable and payable, including expense management, purchase card reconciliation, and record-keeping.
• Prepares and process various invoices for departmental cost recovery programs and/or payment.
• Maintains a petty cash fund.
• Generates and completes electronic and paper forms such as purchase orders and code invoices.
• Requisitions/orders and issues supplies from City stores or outside suppliers.
• Receives items and reviews them against purchase orders to ensure accuracy.
• Performs regular inventory counts.
• Researches and makes recommendations regarding supply purchases, reviewing costs and ensuring efficient purchase options.
• Administers the clothing program, including individual staff requirements, tracking allotments for members, and facilitating purchases.
• Records key inventory for buildings and vehicles.
• Tracks and updates vehicle inventory, maintaining evidence and exhibit logs.
• Prepares documentation for purchasing and acquisition of supplies, equipment, protocol, recognition, and other materials, through purchase order request for proposals.
• Codes invoices for payment and/or process purchase card transactions.
• Provides administrative information for annual budgets and budget reports, performs cost analysis as needed.
• Assists in the completion and submission of department payroll.
• Accesses data using the City’s enterprise system, related to both payroll and payments.
• Monitor and reconcile training expenditures for department staff.
• Determine changes to property information such as ownership and business classification.
• Process payments via POS, cheque, or debit.
• Schedule and facilitate training and events as directed, including car seat installations, fire extinguisher training, fire hall tours, and other events as directed.

Event Coordination and Logistics:

• Coordinates tours of the fire hall with various groups, such as schools and community organizations, preparing tour packages and assisting with departmental events.
• Responds to requests and arranges for repairs regarding building facility defects with City staff when required.

Perform related duties where qualified.

Independence:

• Work is performed according to established procedures or is assigned by designated departmental staff.
• Work is reviewed upon completion.
• Issues such as major expenditures and non-routine problems are referred to supervisor.

WORKING CONDITIONS

Physical Effort:

• Sit with arms unsupported while keyboarding. (frequent)
• Lift and move heavy supplies (often)

Mental Effort:

• Short periods of intense concentration with interruption. (occasional)
• Meet multiple deadlines. (frequent)

Visual/Auditory Effort:

• Focus on a variety of source data for short periods. (frequent)

Work Environment:

• Office and Fire Halls

Key Skills and Abilities:

• Organize and prioritize work.
• Understand and apply inventory control procedures, accounting functions and clerical techniques related to office support.
• Type 60 wpm; working level operation of Microsoft Office.
• Ability to take and transcribe minutes.
• Use standard office equipment.
• Maintain accurate records.
• Deal with the public and outside agencies in a courteous and tactful manner.
• Strong written and verbal communication skills.
• Strong time management skills.
• Ability to multi-task.

QUALIFICATIONS

Formal Education, Training and Occupational Certification:

• High school graduation.
• Office Administration Certificate (6 months).
• Completion of Accounting Level 1 (6 months).

Experience:

• A minimum of 2 years related experience, in an administrative role, including:
• Inventory or supply management responsibilities.
• Customer service
• And financial transactions, tracking and reporting.

Or an equivalent combination of education, and experience.

OTHER:

• May be requested to substitute in other positions, including a more senior position.