Administrative Assistant, Public Safety Systems

Requisition ID: 8555 

Emergency & Protective Services Department

Public Safety Service 

Public Safety Systems Branch

Employment Type: 1 Full-time Permanent 

Work Hours: 35.00 /hours per week

Affiliation: CUPE 503 Inside/Outside 

Salary Information: $55,524.56 - $64,966.72  annually (2023 rates of pay)

Location: 110 Laurier Avenue West  

City: Ottawa, ON

Job Category: Administrative and Support Services 

Application Close: 08/06/2023

Job Summary

The Public Safety Systems team within the Public Safety Service is responsible for managing the City’s Corporate Radio System, including administration of radio equipment used by City departments, Ottawa Police Service, and external partners (e.g., Canada Border Services Agency and Ottawa International Airport Authority).

This team is also the Secretariat for Tiered Response, which is an Agreement that ensures the appropriate Fire, Paramedic, and Police Service(s) arrive at the right location quickly and efficiently in response to calls for service.

In addition, the Public Safety Systems team manages both the City’s 9-1-1 contract with the service provider (Bell) and the Service Level Agreement for initial call triage with the Ottawa Police Service. The work on 9-1-1 includes planning and implementation of a new initiative, known as Next Generation 9-1-1.

You are responsible for maintaining technical, financial and other information in various databases, producing project reports and providing a range of other administrative support to the Public Safety Systems unit.

Education And Experience

Completion of a 1-year college certificate program in Office Administration.

Minimum of 3 years of experience in a similar, preferably Information Technology focused, environment.

KNOWLEDGE

• Techniques for providing front line support, handling difficult calls in a professional and tactful manner
• Filing, bring forward and record keeping techniques and practices to set up, track, maintain and dispose/archive records as well as meeting corporate policies in that regard
• Knowledge and proficiency with Microsoft Office 365
• Time management and scheduling techniques to manage own time, arrange meetings and ensure that tasks/inquiries are handled in a timely manner
• Techniques to take/transcribe minutes
• Techniques for the efficient operation of an office, including working as a team to provide quality, timely and cost-effective services and in support of all team members.
• Familiarity with Information Technology terms and systems

Competencies, Skills And Abilities

• Excellent organizer
• Strong keyboarding skills and proven ability to learn and work with new computer systems and software programs
• Ability to apply City of Ottawa policies and procedures, and respect security clearances required by contractors to ensure that clearances are up-to-date, particularly those contracted at Police Headquarters and other secure areas
• Ability to adhere to defined processes and suggest improvements
• Client service focused
• Good communication and interpersonal skills
• Ability to multi-task and meet deadlines
• Initiative
• Team player

What You Need To Know

• Please save a copy of the job poster. Once the closing date has passed, it will no longer be available.
• Language Requirement: English oral, reading, writing required
• Experience and formal training combined with demonstrated performance and ability may substitute for stipulated academic requirements.
• You will initially be paid 95% of your starting rate of pay, in accordance with the collective agreement.

We wish to thank all applicants for their interest and effort in applying for this position. Only candidates selected for interviews will be contacted.

The City of Ottawa promotes the principles of diversity and inclusion and adheres to the tenets of the Canadian Human Rights Act and the Ontario Human Rights Code. We encourage applications from members of Indigenous, Black and other racialized communities, persons with disabilities, women and non-binary persons, persons of all ethnic origins, religions, sexual orientations, classes, gender identities and expressions.

Candidates are encouraged to self-identify as a member of one or more designated employment equity groups in the self-identification questionnaire.

The City of Ottawa provides accommodation during all parts of the hiring process, upon request, to applicants with disabilities. If contacted to proceed to the selection process, please advise us if you require any accommodation.

Accessible formats and communication supports are available upon request. Please contact the HR Service Centre (email: [email protected]) at 613-580-2424, extension 47411 HR Service Centre at 613-580-2424, extension 47411.