Clerical Assistant III, Fire Services

When you join the City of Guelph, you join a team of over 2000 employees who deliver services the community relies on every day. Together, we are bringing to life Guelph’s vision of an inclusive, connected, and prosperous city where we look after each other and our environment. As a single tier municipality, we offer a variety of occupations and career specialities within our organization. Guided by the goals and objectives of the Future Guelph: Strategic Plan and committed to the Corporate Values of integrity, service, inclusion, wellness and learning, the candidate will aid in the achievement of the Community Vision for an inclusive, connected, prosperous city.

What we offer
We offer competitive wages and comprehensive benefits to meet the needs of our diverse employees. Many of our positions offer:

• Paid vacation days, increasing with years of service
• Paid personal days;
• Defined benefit pension plan with OMERS, including 100-per-cent employer matching;
• Extended health and dental benefits, including Health Care Spending Account;
• Employee and Family Assistance Program;
• Parental leave top up program;
• Learning and development opportunities including tuition assistance
• Employee recognition programs.

Resumes are being accepted for the full-time position of Clerical Assistant III , reporting to the Supervisor of Administration. The successful candidate will provide clerical support for the Guelph Fire department. There will be a focus on quality customer service and continuous improvement processes. Guided by the goals and objectives of the City of Guelph Corporate Strategic Plan and committed to the Corporate Values of integrity, service, inclusion, wellness and learning, the candidate will aid in the achievement of the Community Vision for an inclusive, connected, prosperous city.

Key duties and responsibilities

• Provide clerical administrative support for the Guelph Fire Department; including public relations functions, reception, formatting and transcribing correspondence, organizing meetings, agendas, minutes, answering phones, managing calendars and support for Training including proctoring exams when needed, Fire Prevention, Mechanical and Suppression divisions, records management system.
• Provide prompt action through customer service inquiries from the public and private sector on behalf of the Fire Department.
• Maintain information including physical and electronic files, prepares records for semi-active storage, identifies, and prepares inactive records for disposal or transfer to archives.
• Shared payroll input and back up as well as balancing of payroll transactions with an emphasis on accuracy for the Department within the established timeframes.
• Maintain professional, effective, and cooperative liaison with representatives of other municipalities, private sector and general public to present a high standard of public relations.
• Support / Back up the Supervisor of Administration in their absence, including assisting the Fire Chief, Deputy Chiefs and Manager of Communications, handling Fire Department sensitive and confidential matters, internal memos, Chiefs orders and telephone calls if required.
• Prepares purchase orders for department as well as ensuring invoices are paid within the allotted time. Reconcile monthly visa statements for all Fire staff.
• Assist in business continuity planning for Guelph Fire.
• Provide first level IT assistance to staff and trouble shoot computer issues; work with IT to resolve various technical issues experienced by employees.
• Complete annual staff uniform ordering which includes organizing sizing dates with vendor, assisting staff with completing forms, receiving deliveries of clothing, paying invoices, etc.
• Create spreadsheets including formulas and graphs to organize, display and summarize data and facilitate analysis.
• Liaises with Ministry of Transportation for motor vehicle collision billing process and fire incident billing.
• Orders and receives office supplies including preparing purchase orders, matching and forwarding receiving documents and invoices to Finance.
• Plan/organize new recruit graduations-yearly.
• Maintains confidentiality in accordance with the Municipal Freedom of Information and Protection of Privacy Act and Personal Health Information Protection Act and City of Guelph practices and policies and handles Freedom of Information requests.
• May be required to stay at or return to work during emergencies to perform duties specific to this classification or to perform other duties as requested.
• Correspond with Chief Fire Prevention Officer and City Licensing Coordinator with respect to business licence renewals and new applications.
• Participate as a member of the Fire Department team and perform other duties as assigned.

Qualifications and requirements

• Experience related to the duties listed above, normally acquired through the completion of a Grade 12 diploma and 2 years’ experience performing extensive clerical support which includes providing IT support, performing timekeeping functions & financial transactions and customer service. Candidates with an equivalent combination of education and experience may be considered.
• Familiarity or experience within first response agencies would be an asset.
• Must have strong computer skills with the ability to trouble shoot IT issues and provide first level IT support to staff
• Advanced skills in MS Word, Excel, Outlook and relevant database software is required; experience with Amanda, Kronos, JD Edwards, Adobe, Firehouse RMS, Emergency Reporting would be an asset.
• Strong data entry skills with the ability to transpose information into the payroll software with a very high degree of accuracy and speed.
• Must have a strong aptitude for numbers.
• Experience working in a unionized 24/7 shift work environment would be an asset.
• Ability to work with sensitive and confidential material, this may include images or description that may be disturbing.
• Must possess excellent interpersonal skills with a strong customer focus to both internal and external clients and be able to work effectively in a team environment.
• Must be detail oriented, well organized and be able to prioritize work and meet deadlines.
• The ability to scribe, organize notes and track data in an electronic format as required in emergency/disaster situations.
• Must be a reliable self-starter and able to perform a variety of tasks.
• Must possess good communication skills.
• Able to manage multiple and changing demands and priorities.
• Knowledge of the Occupational Health & Safety Act.

Hours of work
35 hours per week, as per the collective agreement. The normal business hours are Monday to Friday 8:30 am to 4:30 pm; however, the ability to work flexible hours would be required as needed.

Pay/Salary
CUPE 973: Grade 6: $27.61-$33.90 per hour

How to apply
Qualified applicants are invited to apply using our online application system by May 8, 2024 . 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.

Please visit the job posting listed on our City of Guelph careers page and click on the “Apply for this job” button. Instructions will follow.

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.