Summary of Position:

Reports to the Assistant Deputy Chief - Health Promotion and Wellness. Responsible for receiving visitors, handling telephone calls, booking appointments and presentations, data entry and retrieval, typing, filing, sorting, and distribution of an assortment of internal and external correspondence, processing financial information and assisting with scheduling initiatives.

Work Performed:

• Supports the London Fire Department, primarily supports Fire Administration and Apparatus Division.
• Performs administrative duties as assigned including receiving, sorting and distributing internal and external mail, facsimiles, office forms, records and other correspondence, date stamping correspondence and materials received, filing, recording, sorting, organizing, collating and photocopying materials.
• Records, compiles, distributes and/or posts meeting minutes
• Prepares and processes accounts payable, accounts receivable and other financial documentation ensuring accuracy completeness and compliance with established guidelines and procedures.
• Reconciles monthly purchasing card transactions
• Responsible for maintenance and control of petty cash
• Performs duties as required regarding contract renewals.
• Monthly prepares reports supporting purchases and other accounts
• Liaises with Corporate Customs Broker and Division heads regarding duty and customs clearances.
• Monitors office stock inventory and orders office supplies and printing as required.
• Performs receptionist duties by receiving, screening and directing telephone calls and visitors as required.
• Receives and records requests for information responding to routine inquiries and directing non-routine requests to a division head, Administration or Department as appropriate.
• Inputs data, types, proofreads, and corrects correspondence, directives, standard operating guidelines, staff lists and directories, reports, meeting minutes, spreadsheets, training materials, internet / intranet websites and other materials as requested.
• Processes requests for reports (e.g. response reports, minimum standards letter, etc.) as per legislative requirements.
• Assists with quality improvement activities, with an emphasis on customer service experience.

Qualifications:

• Completed Community College Office Administration diploma program or equivalent.
• Comprehensive knowledge of office procedures and required administrative duties.
• Ability to multitask in a demanding work environment.
• Demonstrated proficiency with various software applications and the ability to adapt to other commercially and internally developed software programs.
• Demonstrated proficiency in customer service.

Experience:

Minimum 1-2 years related office admin experience.

Compensation and Other information:

$50,361 - $73,039
This posting is for one (1) permanent full-time position.
Current Hours of Work: Monday - Friday from 8:00 a.m. to 4:30 p.m.
Work Arrangement: In office.
 

Specialized Training & Licenses:

• Comprehensive knowledge of office procedures and required administrative duties
• Ability to multitask in a demanding work environment
• Demonstrated proficiency with various software applications and the ability to adapt toother commercially and internally developed software programs
• Demonstrated proficiency in customer service