Fire Clerk/Receptionist Jobs

What You Will Get To Do

The successful candidate will have a positive impact on our corporate culture by demonstrating the Town’s CARE core values (Collaborative, Accountable, Respectful, Engaged) through daily interactions with individuals at all levels of the organization, external contacts and elected officials.

By effectively building positive rapport and relationships both internally and externally, the successful candidate will help us achieve our mission that together we deliver services that make a difference in our community.

Reporting to, and under the direction of the Manager of Administration, the Part-Time Clerk/Receptionist, in collaboration with other clerical team members, provides general administrative support to the various Whitby Fire & Emergency Services divisions.

Primary responsibilities include, but are not limited to:

• Uploading required content onto Target Solutions;
• Attending departmental meetings and transcribing detailed notes; and,
• Handling front counter inquiries from the general public;
• Running various reports and extracting data from CriSys, Amanda and MyWhitby in support of administration and staff projects;
• Entering site detail information from address records in the CriSys system;
• Preparing billing advices to the Ministry of Transportation and/or Aris for motor vehicle accidents and tracking payments;
• Preparing Ontario Fire College application forms and divisional charts for internal and/or external courses;
• Updating, copying and distributing electronic and/or hard copy map books;
• Organizing departmental files and completing records management;
• Providing assistance to the Asset Management Coordinator with deliveries of required supplies to all fire stations within the Town;
• Providing general reception duties by answering telephones, checking and/or transferring messages and monitoring the general email inbox;
• Distributing operating guidelines and updating Fire Code/NFPA binders;
• Creating and/or updating documents and web pages to ensure AODA compliance;
• Assisting with the planning and organization of departmental events including retiree lunches, recruit graduation and the annual recognition ceremony;
• Assist with various functions of the Municipal Asset Management Program;
• Assist the asset management portfolio by preparing RFID tags, inventory management, records management, scheduling of maintenance and sorting requested supplies per fire station;
• Submitting MAR (Medical Assist Reports) to Base Hospital and calculating fees for Emergency Services,
• Organizing mail-outs and preparing calendars for various public education programs, including Learn Not to Burn and TAPP-C;
• Other miscellaneous activities as assigned.
• Making copies for pre-course material and training manuals, scanning and laminating;
• Typing general correspondence, forms and memorandums;
• Creating folders and entering information in the Amanda (Application Management and Data Automation) system in alignment with inspection reports;

Who You Are

Our Fire & Emergency Services team is looking for a self-motivated, solutions-oriented team player who takes initiative and thrives in a team environment. You use your organizational skills and abilities to prioritize work in order to effectively manage multiple tasks and conflicting deadlines.

A high volume of work does not intimidate you. You are knowledgeable about, and work in compliance with all workplace regulations, standards, and practices. You pay attention to the details. You clearly convey your thoughts, both in writing and verbally. You listen attentively and ask questions for clarification and understanding. You build effective relationships with all people while simultaneously using sound judgment, tact, diplomacy and discretion.

What You Bring To Our Team

As the successful applicant you must possess:

• A valid Class G Driver’s License maintained in good standing;
• Demonstrated experience managing multiple phone lines and in person inquiries.
• Demonstrated experience using a variety of software platforms for data entry and reports;
• A minimum of six (6) months related experience;
• Intermediate level working knowledge of MS Office (Word, Excel, Outlook);
• Excellent and accurate keyboarding skills; and
• A minimum Secondary School Graduation Diploma (Grade 12);

The following qualifications would be considered an asset:

• A thorough understanding of municipal government functions and fire services; and,
• Recent training and sound understanding of AODA requirements;
• Experience working within all functions of Amanda software.

What We Offer You

• * The Town is currently undertaking an extensive job evaluation review for CUPE positions. The salaries and job responsibilities for all part-time unionized postings are being considered under review until the results and ratings for these positions are finalized and shared. Please be aware that salaries and job responsibilities may be impacted by this review.
• Salary: $20.48 - $22.69 per annum (Band D)*

We Are an Equal Opportunity Employer

At the Town of Whitby, our values guide everything that we do. We celebrate our differences, which is why we are committed to building an inclusive and barrier-free environment for our team. If you need a specific accommodation during the recruitment process, please let us know, and we will be happy to provide. Any information received relating to accommodation will be addressed confidentially.

Acknowledgement will only be forwarded to those applicants who are invited for an interview.

Personal information provided is collected under the authority of The Municipal Act, 2001 and the Municipal Freedom of Information and Protection of Privacy Act.

Union Affiliation: CUPE Part-Time

Hours: Flexible shifts between core operating hours (8:30 a.m. to 4:30 p.m.) Monday to Friday (maximum of 24 hours per week).

Location: Whitby, ON