Description:
Reporting to the Deputy Chief this role is responsible for providing administrative support to the Deputy Chief for the day to day and special projects.
What you will do in this role:
- Manage the Deputy Chief’s calendar/schedule including tracking of assigned tasks to ensure follow-up – responding/rescheduling appointments on Deputy Chief’s behalf – create and monitor appointments for Deputy Chief.
- Coordinate and participate in a variety of meetings including all aspects from scheduling, preparing agendas, setting up, taking minutes, follow up and research on action items as required – includes inter-agency meetings with internal and external partners.
- Manage incoming and outgoing mail (courier, Canada Post, deliveries) forwarding to appropriate persons/sections within PRPS to ensure proper staff action.
- Co-ordinate and follow up with internal and external contacts on behalf of the Deputy Chief.
- Ensure the accurate processing of information and documentation as well as research discrepancies for follow up.
- Handling of information and provide highly accurate data entry related to divisional operations as well as completing appropriate entries into human resources software (HRMS) for leaves and returns.
- Provide exceptional customer service by ensuring the PRPS general telephone line calls are attended to and responded to appropriately by tracking, researching, and following up on action items as required.
- On behalf of division, participate in coordinated ordering of office supplies and maintaining inventory.
- Track and monitor budget expenses for specific divisional accounts including reconciling Deputy Chief’s P-Card.
- Coordinate business expense claims for Deputy Chief.
- Handling and management of confidential files, documents and information and assist with obtaining documents or information from various sources.
- Maintain bulletin boards to ensure up-to-date information is available to staff and old information is removed and filed as appropriate.
- Greeting and assisting visitors both internal and external users of our facilities – assisting with meeting and training rooms as requested.
- Responsible for carrying out job duties in a safe and healthy manner.
- Assists and acts as back-up to Administrative Assistants to Commanders in Paramedic Services as well as the Chief.