Fire Services & Support Clerk

NEW EMPLOYMENT OPPORTUNITY

Fire Services & Support Clerk
0.75 full time equivalent)

The District of Sparwood is pleased to announce the new Fire Services & Support Clerk position. We are currently accepting applications from enthusiastic and highly motivated individuals to join the team in this important role.

Reporting to the Director of Fire Services, the Fire Services and Support Clerk will be primarily responsible for providing administrative support to the Fire Services Department. These duties will include, but are not limited to administrative and clerical support, responding to internal and external inquiries on general Fire Department issues. This includes taking calls from the public for non-emergency requests, assisting with data entry, inventory, records and filing and other related tasks. In addition, this role will provide support coverage for the Public Works Department and the Finance Department on an as needed basis.

The Fire Services and Support Clerk is an organized, effective team member who is adaptable and able to deal with people sensitively, tactfully, diplomatically, and professionally.

The ideal candidate will have:

  • Completion of Grade 12 or recognized equivalent
  • A post-secondary certificate or diploma in administration or business
  • A minimum of two years office administration experience
  • Must maintain a current CPR and Basic First Aid Certification
  • Proficient in Microsoft Office programs (including Word, Excel, and Outlook)
  • Valid Class 5 Drivers License
  • Preference will be given to candidates with considerable knowledge of the procedures, practices, and regulations involved in the operation of a municipal fire department

Hours of work will consist of 1,460 hours annually. A fixed schedule will be agreed upon with candidate. The compressed work week schedule does not apply to this position.

A comprehensive job description can be found below.

This position is a unionized position under CUPE local 2698. The 2021 hourly wage rate is $30.65 as per the current collective agreement.

As part of the interview process, shortlisted candidates will be required to participate in a practical portion of the interview at the District of Sparwood Municipal Office. Qualified applicants who are offered, and accept, the role may be required to complete a satisfactory pre-employment Background Check. This may consist of all or a combination of the following: Canadian Criminal Record check, an Employment Verification and/or an Education and Accreditation Verification and a Clean Drivers Abstract.

Interested applicants should submit a resume and cover letter by Friday, February 26 at 4:00 pm, Mountain Time.
Jenna Jensen
HR & Communications Coordinator
District of Sparwood
Box 520, 136 Spruce Avenue
Sparwood BC, V0B 2G0
Email to: careers@sparwood.ca

Job Description

Job Title

Fire Services and Support Clerk

Reports To

Director of Fire Services

Salary Grade

Office Clerk 1

0.75 Full-time Equivalent

Department

Fire Services, Public Works, Finance

Updated

January 2021

Summary

Reporting to the Director of Fire Services, the Fire Services and Support Clerk will be primarily responsible for providing administrative support to the Fire Services Department. These duties will include, but are not limited to administrative and clerical support, responding to internal and external inquiries on general Fire Department issues. This includes taking calls from the public for non-emergency requests, assisting with data entry, inventory, records and filing and other related tasks. In addition, this role will provide support coverage for the Public Works Department and the Finance Department on an as needed basis.

The Fire Services and Support Clerk is an organized, effective team member who is adaptable and able to deal with people sensitively, tactfully, diplomatically, and professionally.

Core Competencies

  • Attention to Detail
  • Commitment to Health and Safety
  • Ethics and Integrity
  • Professionalism
  • Organization
  • Problem Solving
  • Time Management

Essential Duties and Responsibilities

General Clerical

  • Provides administrative and clerical support to the Fire Chief’s Office, Fire Department, Finance and Public Works Department
  • Acts as a first point of contact, responds to inquiries and provides general information to staff, clients, and the public relating to their questions, concerns, or suggestions
  • Answers telephone and electronic inquiries and relays telephone calls and messages
  • Refers and/or redirects calls, emails, or citizens as required using the knowledge of District standards defined by relevant bylaws, policies and procedures
  • Prepares, reviews and edits letters, reports, forms, publications, guidelines, certificates, invoices, routine and confidential memoranda
  • Other duties as assigned 

Fire Services

  • Answers calls from the public for non-emergency requests for assistance and passes the information on to the appropriate Fire Department Officer or agency
  • Acts as a liaison with other municipal departments and outside agencies
  • Assists with maintaining the District of Sparwood Fire Departments Operational Guidelines, Emergency Preparedness Program and other related documents
  • Maintains and coordinates the Fire Department records in accordance with adopted District document management practices, using both manual and electronic filing
  • Coordinates ordering and maintains inventory control of office supplies
  • Assists with the preparation of reports from the Fire Department for meetings of Council or Council Committees as required
  • Assists with the planning and preparation of the Fire Department Awards Banquet as well as other Fire Services special events
  • Assists with data entry for personnel records, training records, fire inspection records, and emergency incidents

Finance

  • Receives and balances cash/cheque/debit payments and makes bank deposits
  • Administers and manages inbound and outbound mail, including priority post, packages, courier services, and other correspondence
  • Photocopies, scans and organizes documents for distribution, mailing, binding, and filing
  • Files correspondence, invoices, and receipts

Public Works

  • Monitors and responds to radio communications for Public Works crews and contractors Assists with use and troubleshooting of office equipment, devices and software such as printers, phone network, radio equipment, fuel management, heating software, MSDS and BC One Calls
  • Accepts and processes water on/off requests, including booking appointments and preparing billing requests
  • Coordinates and reviews department timesheets and schedules
  • Processes invoices, delivery slips, receipts, online purchasing and maintains petty cash

Education and Experience

  • Completion of Grade 12 or recognized equivalent
  • A post-secondary certificate or diploma in administration or business
  • A minimum of two years office administration experience
  • Must maintain a current CPR and Basic First Aid Certification
  • Proficient in Microsoft Office programs (including Word, Excel, and Outlook)
  • Valid Class 5 Drivers License
  • Preference will be given to candidates with considerable knowledge of the procedures, practices, and regulations involved in the operation of a municipal fire department

Job Requirements

  • Able to function efficiently with limited direction, to establish and maintain effective working relationships with volunteers, municipal officials, and other employees, and to meet and successfully serve the public on a continuing basis
  • Able to take and transcribe minutes
  • Accurate keyboarding speed of 50 wpm
  • Strong writing, editing, and proofreading skills
  • Superior telephone manners and strong interpersonal skills
  • Able to maintain a high level of confidentiality
  • Able to present a positive and professional image of the organization when interacting with employees, clients/customers, citizens, and other external stakeholders
  • Excellent time and project management skills
  • Able to work under pressure and tight deadlines
  • Able to deal with people sensitively, tactfully, diplomatically, and professionally

Work Conditions

  • Variations to the normal hours of work may occur due to support coverage
  • Interaction with employees, management, and the public at large
  • Operation of desktop computer and peripherals
  • Working in a busy office environment with frequent interruptions
  • Extended periods of sitting

Hours of Work

  • 1,460 hours annually. Fixed schedule to be agreed upon with candidate

As per the CUPE 2698 Collective Agreement Letter of Understanding No. 11, there are unique terms and conditions of employment applying to this position. This is a Regular Part-Time position at 0.75 full-time equivalent of up to 1,460 hours annually. Working hours will fall within the range of Monday – Friday from 8:00 am – 4:30 pm, with starting and ending times of each workday being determined by the District, as required. If there are any changes to the one (1) week work plan, a forty-eight (48) hour notice will be given to the employee. The compressed work week schedule does not apply to this position. This position will be entitled to two (2) consecutive days of rest.

Latest News

Upcoming Events

There are no items found