Protective Services Administrative Assistant

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Job Type Administrative Support
Organization Yellowhead County
Competition Number COMPETITION NO. 21-029
Job Description

Reporting to the Director of Protective Services, the Protective Services Administrative Assistant is responsible for providing administrative support for the Director of Protective Services and Protective Services Division, consisting of Fire, Peace Officers, Emergency Management, Safety, and Information Technology departments.

Position Responsibilities

General

  • Provide clerical and administrative support to the Director of Protective Services including, but not limited to: invoicing for services, receiving, recording, and preparing correspondence and reports; organizing, creating, and maintaining records and files; organizing, creating, and maintaining databases; and organizing, creating, and maintaining any related record keeping documentation.
  • Provide clerical and administrative services to the Protective Services Division, including, but not limited to: answering and directing phone calls, receiving, recording, and preparing correspondence and reports; organizing, creating and maintaining records and files; organizing creating, and maintaining databases; and organizing, creating, and maintaining any related record keeping and documentation for the departments.
  • Maintain confidentiality of sensitive and privileged information.
  • Provide administrative support with the preparation and maintenance of the Protective Services department budgets.
  • Assist in drafting “Request for Decision” documents and presentations for Council agendas as required.
  • Assist in the maintenance of capital project files including budgets.
  • Ensure that the motor vehicle collision reports are completed, all information processed and sent to Corporate Services for invoicing in accordance with Yellowhead County and Alberta Transportation policies.
  • Respond in a timely and accurate manner to questions or enquiries from the public regarding departmental matters, referring inquiries of a more complex nature to the appropriate supervisor or staff member.
  • Use a variety of time management tools including electronic calendars, to manage departmental tasks and appointments.
  • In collaboration with Human Resources, prepare, update and maintain Personnel File information for Paid on Call (POC) Firefighters and Emergency Responders to ensure information is complete and current.
  • Data entry of all POC Firefighter, Fulltime Firefighter, Peace Officer, Dispatcher, Information Technology. and Emergency Management staff training records into a Records Management software system.
  • Understand and adhere to the policies, principles and practices of OH&S legislation, and the County’s requirements, as these obligations pertain to this role.
  • Participate as a member of the Health and Safety Committee. Attend all Health and Safety Committee meetings and record all minutes. Participate in field inspections, Core audits, and file and processing of all required information.
  • Prepare Protective Services communication materials for the Director’s approval, including compilation of statistics, community generated submissions, awareness/education articles and other associated articles for the County News, website, and social media channels.
  • Organize meetings for Protective Services or other Departments within Protective Services as required and prepare agendas; record minutes; and maintain records for each, as appropriate.
  • Attend general meetings with inside and outside agencies when required for the purpose of recording minutes.
  • With direction from the Director of Emergency Management maintain the Municipal Emergency Plan to make sure all information is current and up to date.
  • Coordinate Emergency Management training activities and public education events.
  • Participate as a member of the emergency operations centre (EOC) team as required during activations and exercises.
  • Other Duties as assigned.

Minimum Qualifications

Education/Skills

  • Successful completion of a post-secondary Office Administration certificate or diploma program.
  • Minimum of two (2) years’ experience in an office administration setting; an equivalent combination of experience and education will be considered.
  • Ability to work independently with minimal supervision.
  • Ability to work with confidential and/or sensitive information.
  • High degree of accuracy in work processing (MS Word), spreadsheets (MS Excel), as well as data-entry experience is essential.
  • Ability to obtain competency with software programs specific to Protective Services functions.
  • Strong organizational skills.
  • Experience in a local government environment is considered an asset.
  • Familiarity of municipal enforcement is considered an asset.
  • Valid Class 5 driver’s license with satisfactory abstract.
  • Defensive driving.
  • Consent to disclosure of a Driver’s Abstract.
  • Consent to disclosure of a Criminal Record Check.

Attributes

  • Ability to manage multiple priorities.
  • Strong analytical, research skills.
  • Strong communication and interpersonal skills.
  • Strong organizational and multitasking skills.
  • Excellent written, communication, and interpersonal skills..
  • Strong organizational and customer services skills..

Preferred Qualifications

Education/Skills

  • Certificate or diploma from an Office Administration, Business, Communications, or Protective Services Program, with three (3) to five (5) years of related administrative experience.
  • Excellent customer service focus with a proven record of flexibility, initiative, independence, organizational skills and report writing.
  • Self-starter who has the capability to work independently with the ability to learn and adapt to change conditions within a deadline-oriented environment.
  • Experience with social media platforms and experience in the development of communication materials.
  • A “Commissioner of Oath” Appointment or ability to obtain.

Working Environment

  • Work is conducted in an office environment but can involve high stress environment with multiple noises and alarms based on Emergency Services response, with long periods of sitting and in a field environment requiring travel..
  • Some after hour’s meetings are required.
  • Emergency call back can occur.
  • Public contact is sometimes confrontational.
Application Return

To apply please submit resumes online at www.yhcounty.ca/jobs