Administrative Assistant

CITIZENS FIRST THROUGH SERVICE EXCELLENCE

We have an exciting Permanent, Full-Time, Union opportunity in the Vaughan Fire and Rescue Services Department for an experienced and motivated individual.

Administrative Assistant

J0326-0629

Vaughan is one of Canada’s fastest-growing cities. Its emerging downtown, the Vaughan Metropolitan Centre; Canada’s first smart hospital, the Cortellucci Vaughan Hospital; and the 900-acre North Maple Regional Park continue to generate momentum and excitement. Be part of something amazing and build your career at the City of Vaughan!

The City is an equal-opportunity employer and a forward-looking municipality that is committed to fostering a dynamic workplace that is diverse, inclusive and welcoming. As an award-winning organization for its employment and diversity and inclusivity practices, the City is focused on providing its employees with a thriving professional environment that leverages flexible work arrangements, a family-focused benefits package emphasizing work-life balance, learning and growth opportunities, and a place where collaboration and teamwork are valued.

Excellence demands brilliant personalities, visionary thinking and a passion for public service. Vaughan is your place to grow.

Position Overview

Responsible for providing clerical and reception support, including typing, filing, invoices, and maintaining statistics and daily Fire Division, Prevention Division, Training Division, Communications Division, Suppression Division and Mechanical Division data. With exceptional communication skills, this position is required to respond to telephone, email and any general counter reception enquiries, as well as types letters, reports or memos, and prepares and verifies all invoices for payment. Ability to perform other related duties, as assigned, that are in accordance with job responsibilities or necessary, divisional, departmental or corporate objectives.

This is a full-time position that may be subject to layoff upon the return of the incumbent, anticipated in approximately February 2027.

Responsibilities

Administration:

• Types letters, memos and reports including, but not limited to, Fire Inspection Reports, Notices of Violation, Fire Investigation Reports and other legal documents.

• Provides reception, email and telephone answering services, responding to routine inquiries and referring calls to appropriate staff as necessary.

• Liaises with internal and external stakeholders.

• Creates and maintains general and confidential files—including inspection, investigation, certification, and education records—for the Fire Prevention and Training Divisions.

• Compiles and maintains statistical information for various reports from associated Fire Department activities.

• Records receipt of Building Plans, Site Plans, and Sprinkler Plans, liaising with contractors and developers, etc., regarding status of same.

• Processes requests from solicitors or outside agencies for copies of documents, etc., collecting and depositing fees for same.

• Processes requests for permits from outside agencies and collects and deposits fees for same.

• Attends meetings to record minutes and transcribes same for distribution.

• Photocopies, collates, scans, sends/retrieves/distributes mail to division staff.

• Assists with the execution of internal/external events, as assigned.

• Maintains accurate invoice records and facilitates timely processing, including preparation of supporting documents for sign-off.

• Responsible for distributing staff uniform order forms, coordinating uniform orders and deliveries with Platoon Chiefs, and maintaining the annual VFRS uniform database.

• Facilitates low-dollar purchases with pre-approval by Supervisor.

• Maintains user accounts for various departmental programs, as required.

Other Duties:

• Sends out correspondence on behalf of Chief Officers, as directed.

• Performs other related tasks and projects as assigned, which are in accordance with jobresponsibilities or necessary department and corporate objectives.

• Responsible for ensuring compliance with the Occupational Health and Safety Act and Regulations and the Corporate Health & Safety policy and all Corporate policies and related procedures.

• Responsible for ensuring compliance with the Accessibility for Ontarians Disability Act (AODA) and related policy and procedures.

Qualifications and Experience

• Completion of Grade 12 or equivalent as approved by the Minister of Education, or post-secondary school training in the field of general business, clerical, or administrative assistant training.

• Minimum of one (1) year clerical and administrative experience.

• A valid Ontario ‘G’ driver’s license, in good standing, with access to a reliable vehicle.

• Proficient keyboarding, filing, recordkeeping and dicta skills.

• Excellent organizational/time management skills, problem solving, communication and interpersonal skills.

• Demonstrated progressive experience in a clerical role.

• Experience with JD Edwards and AMANDA database information system is considered an asset.

• Demonstrated ability to deal effectively, courteously and collaboratively with all levels of staff, external agencies and general public.

• Competency in computer literacy utilizing the most current MS Office software applications, including word processing, email, database and spreadsheet applications.

• Knowledge of and demonstrated ability in the City’s core competencies as well as relevant departmental functional competencies.

• Ability to work outside normal business hours, as required.

We thank all applicants for their interest; however, only those selected for an interview will be contacted. Please be advised, the City of Vaughan uses email to communicate with applicants for open job competitions.

The City of Vaughan is committed to diversity and inclusivity in employment and welcomes applications from qualified individuals of diverse backgrounds. The City of Vaughan is also committed to providing accommodations for people with disabilities. If you require an accommodation, we will work with you to meet your needs.