Reporting to the Fire Chief, the Supervisor, Administrative Services is responsible for overseeing the day-to-day activities of the administrative support team for Fire Management including supervising non-union and unionized staff, overseeing various administrative support functions for departmental divisions, ensuring documentation compliance for the Office of the Fire Marshal, Emergency Management Ontario, and contractual requirements with other government agencies.  The Supervisor, Administrative Services will also be responsible for overseeing data analytics and will provide technical support for Fire specific programs (i.e. Telestaff)

What can I expect to do in this role?

• Leads, inspires and supervises administrative and support staff, including recruitment and selection, regular training, coaching, development, scheduling, evaluation, performance assessments and any disciplinary action as required. Coordinate department new hire onboarding including access/ID cards.
• Identifies and communicates departmental priorities, sets goals and objectives, triages and assigns work, timelines, levels of service, performance measures and accountabilities to deliver effective services and meet customer expectations while balancing resource constraints. 
• Provides administrative support for the Fire Chief and Deputy Chiefs including confidential and routine correspondence, arranging meetings and taking minutes at meetings including labour management and Senior Leadership meetings.
• Maintains program information using spreadsheets and/or database software.
• Oversees the submissions of Ministry of Transportation and Fire Department billing for revenue accounts to ensure quality assurance.
• Coordinates the annual preparation, consolidation and revisions to the departmental emergency plan and an active participant on Emergency Operations Centre Operations subcommittee meetings. 
• Responsible for compliance submissions for Emergency Management Ontario (EMO), Office of the Fire Marshal (OFM), Industry Canada, Ministry of Transportation and all legislative government divisions where Fire or corporate entries are coordinated through Fire administration.
• Maintains a variety of financial records such as petty cash fund, purchase orders and cheque requisitions.
• Coordinates exception reporting processing and submissions to meet payroll deadlines.
• Coordinate and assign work, provide direction to staff and ensure that assigned tasks are completed.
• Produces reports from various databases/dashboards as required by Fire Management by identifying and organizing the required information, compiling data, designing format and printing reports.
• Coordinates the preventative maintenance function for all office equipment and the ordering/stocking of centralized office supplies.
• Develop and prepare annual work plans for the Fire administration team, including the analysis of information, data, progress, etc. to continually improve program and activities performed.
• Maintain and manage confidential correspondence and information related to employee records, performance reviews, union matters etc.
• Develop and prepare the annual operating budgets for office administration services within the Fire department and managing the associated operating accounts for these office functions throughout the year.
• Develops recommendations for new and improved methodologies in functions supporting operations.
• Manages coordination with facilities services relating to fire facilities and oversees facility maintenance forms and manage repairs with internal departments. Liaison and coordination with other town departments (i.e Purchasing, IS, H/R, Finance, Asset Management, FCM, Legal etc.) as required.
• Manage software systems including TeleStaff and inventory control programs or legislative requirement program systems.
• Key Performance Indicator (KPI) tracking and reporting along with data collection and submission for OFM and EMO.
• Oversee the preparation and analysis of internally and externally acquired Fire Services data that supports the design, delivery and evaluation of Fire department strategies, policies, practices and programs including: response time, call volume, standard incident reporting, NFPA coverage standards, First Due program rollout, records management system reporting and data sourcing.
• Responsible for the collection, compilation and tracking of service contracts and performance statistics and manage departmental Standard Operating Procedures.
• Responsible for the assembly of minor capital accounts; assembly and tracking of performance statistics; payment processing, as approved by Fire Management.
• Responds to outside or internal queries and provides problem-solving and templates for standardized responses to repetitive queries regarding town services and programs that can be used by other staff.
• Coordinates public or internal communications on all platforms on behalf of Oakville Fire departmental including monitor, review, verify, write/update services and program information as related to all Oakville Fire Department activities.
• Oversees and provides event coordination/support (i.e. Fire Prevention Week, retirement events, recruit graduation).
• Perform other duties as assigned.

How do I qualify?

• Community College Diploma in Office Administration or equivalent with a minimum of 5 years of experience demonstrating highly effective office administration and leadership including supervising and developing a team of non-union and unionized administrative staff.
• Must have a strong awareness of Fire operational functions.
• Equipped with health and safety awareness training, leadership training, business administration and/or financial management and LEAN training.
• Experience with continuous improvement methodologies, developing and implementing business performance metrics.
• Highly developed organizational skills to provide effective and efficient administrative support in a high demand, time sensitive service focused organization.
• Effective interpersonal skills to enable the candidate to represent the Oakville Fire Department and the town in a professional and courteous manner in dealing with a wide variety of individuals (technical, professional, other Town office staff, field crews, contractors, senior leadership, members of Council, and the general public).
• Strong ability to reprioritize tasks based on operational demands.
• Ability to anticipate and diffuse difficult situations with staff and public, while meeting the requests of service delivery.
• Respect confidentiality demonstrating initiative, discretion and good judgment.
• Proofreading and editing skills to support management in correspondence, report writing and preparing presentation materials.
• Proficiency with office automation and computer applications such as Microsoft Office products (word processing, spreadsheets, database management, presentation tools) etc.
• Experienced or have the ability to quickly learn and become proficient in new and other specialized computer applications related to accounting, budgeting, purchasing, human resources management, mapping, complaint tracking etc. including TeleStaff, Vector Target Solutions, OFM Standard Incident Reporting, EMO portal, MTO portal, eSCRIBE, AMANDA, Locution, FDM, FMW and more utilized within Fire on a daily basis.
• Demonstrated experience and understanding of municipal government and public works operations would be considered an important asset.

About The Town of Oakville

Located on Lake Ontario, just outside the Greater Toronto Area, Oakville is a rapidly growing municipality with a vibrant and dynamic community, making it a great place to live, work and play. If you're team-oriented and possess outstanding interpersonal and communication skills, the town can be a great place of employment for you!

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