Administrative Support Assistant - Canada

Location: Brampton, ON
Company Name: Halifax Regional Municipality (HRM)

External Job Description
Halifax Regional Municipality is inviting applications for the permanent position of Administrative Support Assistant to the Manager, Volunteer Sector in Halifax Regional Fire & Emergency (HRFE). We encourage applications from qualified African Nova Scotians, racially visible persons, women (applying for non-traditional positions), persons with disabilities, Aboriginal persons and persons of the LGBTQ+ community. HRM encourages applicants to self-identify.
Under the direction of the Manager, Volunteer Sector, the Administrative Support Assistant is responsible for the provision of administrative support functions for HRFE's Volunteer Firefighter Program. This position requires a high degree of confidentiality, initiative, customer service, and strong communication skills.
DUTIES AND RESPONSIBILITIES

• Provides clerical and administrative support to the Manager, Volunteer Sector by reviewing, responding to, and directing inquiries.
• Provides research and administrative support for Policy & Operating Guides Committee.
• Researches and reports on volunteer fire service best practices in Canada and Internationally.
• Assists in the review of current volunteer recruitment processes, and in the development and implementation of relevant tools and processes to facilitate increased efficiency in volunteer firefighter recruitment and retention.
• Assists with recruitment process through outreach, communication, public information, etc. including, but not limited to signage, newspaper, advertisements, event planning, and staffing.
• Assists with the processing volunteer firefighter applications, tracking applicants, verifying criminal record checks, reference checks, scheduling physical abilities testing and maintaining intake packages.
• Responds to requests for information from potential volunteer firefighter recruits.
• Assists in the review of HRFE policies and operational guidelines related to volunteer firefighters.
• Attends volunteer meeting and recruiting information sessions throughout HRM with the Volunteer Program Manager.
• Maintains the online Volunteer Officer Administration Resource centre.
• Implements effective administrative procedures for the efficient operation of the volunteer sector.
• Prepares and processes Employee Data Change Forms for Volunteer members.
• Prepares agendas, records and distributes minutes; follows up on action items identified at meetings to ensure completion.
• Researches and gathers data for project work using various research tools, i.e., internet, newspapers, and publications.
• Provides assistance with the preparation of reports, special projects, and correspondence.
• Schedules meetings; arranges facilities, equipment and other logistic requirements.
• Build strong, effective and collaborative relationships with key industry stakeholders and departments.
• May be required to provide back-up for other Administrative Support Assistant(s) during vacation, other approved leaves, etc.
• Updates FDM database, generates reports, data entry, etc. as required.
• Shared coverage of Fire Headquarters Front Desk, which includes reception and call direction for inquires along with inputting customer service request in Corporate database.
• Assists Volunteer Program Manager with other projects and events as required.

QUALIFICATIONS
Education & Experience

• Grade 12 or equivalent plus a two (2) year diploma in Business Administration from a recognized educational institute.
• Minimum two (2) years' related experience in an administrative position.
• Experience in the development and administration of a volunteer program including recruiting, training, and coordinating volunteers would be an asset.

Technical/Job Specific Knowledge and Abilities

• Proficient in the use of HRM computer related software (Word, Excel, PowerPoint, and Outlook).
• Knowledge of Fire Department Records Management System (FDM) would be an asset.
• Knowledge of Halifax Regional Fire & Emergency organizational structure and culture would be an asset.
• Ability to take direction, work independently and coordinate with others.
• Strong customer service and communication skills.
• Ability to maintain a high degree of confidentiality at all times.

Security Clearance Requirements: Applicants may be required to complete an employment security screening check.
Please note - Testing may be conducted as a component of the selection process to assess technical and job specific knowledge. Candidates, who are selected for testing, may be tested in a group setting, scheduled at the employer's discretion.
Competencies: Communication, Customer Service, Organizational Awareness, Organization & Planning, Teamwork & Cooperation, Valuing Diversity, Values & Ethics
WORK STATUS: Permanent, Full-time
HOURS OF WORK: Monday - Friday, 35 hours per week, 8:30 am to 4:30 pm
SALARY: Level 4 NSUPE Local 13 Collective Agreement - $24.74/hour
WORK LOCATION: 40 Alderney Drive, Dartmouth, NS - 3rd Floor Fire & Emergency Headquarters. Work location can be changed according to operational requirements.
CLOSING DATE: Applications will be received up to midnight on Tuesday, November 19, 2019.
This is a bargaining unit position. External applicants will only be considered if there are no qualified bargaining unit candidates.
Please note: We thank all applicants for their interest in this position. Only those applicants selected for interview/testing will be contacted.
During the recruitment process, applicants have the right to request an accommodation., Applicants invited to participate in an assessment process (such as an interview or testing) and who require accommodation, should discuss their needs with the Recruiter when invited to the assessment process.
Qualified HRM retirees may also be considered for competitions. In these circumstances, a form of employment may be offered, including term and/or contract employment.
(Position #72281431)