Coordinator, Administrative Services

JOB TITLE: Coordinator Administrative Services

DEPARTMENT: Community Services

POSTING NUMBER: 106750

NUMBER OF POSITIONS: 1

JOB STATUS & DURATION: Full Time Permanent

HOURS OF WORK: 35 hour workweek

LOCATION: Hybrid Model* when working onsite you will report to the location of Fire Headquarters.

SALARY GRADE: 5

HIRING SALARY RANGE: $88458.00 $99516.00 per annum

MAXIMUM OF SALARY RANGE: $110573.00 per annum

JOB TYPE: Management and Administration

POSTING DATE: May 1 2025

CLOSING DATE: May 7 2025

AREA OF RESPONSIBILITY:

Reporting to the Division Chief of Administrative Services the Coordinator plays a key role in ensuring the seamless administrative services of Brampton Fire & Emergency Services (BFES) by overseeing daily workflows programs processes and project initiatives. This position provides direction and guidance to maintain efficient service delivery while upholding operational priorities and corporate standards.

Leading a team of administrative professionals the coordinator oversees and streamlines administrative services ensuring executivelevel support for the Fire Chief Deputy Chiefs and the BFES management team. Operating in a fastpaced confidential environment this role requires a resultsdriven and communityfocused approach.

As a key point of contact the coordinator engages regularly with operating areas senior leadership and external stakeholders requiring professionalism discretion and strong political acumen. Exercising independent judgment this role manages routines conducts research drives projects and provides strategic guidance to enhance administrative operations and business services.

LEADERSHIP AND TEAM DEVELOPMENT

• Lead and support the BFES administrative team to ensure smooth operations and recognize contributions.
• Uphold the organizations values and core competencies.
• Foster a positive highperforming work environment.
• Assign and schedule timebound tasks.
• Identify training needs and coordinate professional development.
• Organize teambuilding activities to strengthen workplace culture.

ADMINISTRATIVE COORDINATION

• Provide executive support to the Fire Chief and the Fire Management Team (FMT).
• Assign and oversee financial processes including payroll billing invoicing payments PCards vendor management and budgeting.
• Oversee and prepare confidential documentation and correspondence.
• Support and coordinate annual medical assessments for eligible staff members.
• Support recruitment onboarding training development and performance evaluations.
• Facilitate approvals of policies procedures and processes
• Communicate and implement policy changes.
• Support technology and space planning initiatives.
• Manage physical and electronic records and tracking reports.
• Oversee and support internal/external web pages and collaborative team sites
• Coordinate schedules meetings and minutes.
• Plan and execute department events.

OPERATIONAL SUPPORT

• Monitor and audit administrative functions ensuring compliance effectiveness service standards and key performance indicators.
• Assist with annual budget submissions service planning work plans and performance measures.
• Ensure efficient task management and documentation accuracy.
• Update policies SOPs and service standards.
• Coordinate workforce scheduling and enable capacity and performance.
• Oversee the administrative teams support of fleet operations fire station maintenance and supply coordination.
• Research and analyze workflows and implement process improvements.
• Develop tools and training materials for process improvements.
• Ensure financial oversight and budget compliance.

COMMUNICATION AND REPORTING

• Keep leadership informed about key issues.
• Assist with presentations policy updates briefing notes council reports and customary reports.
• Manage internal memos corporate reports and information requests.
• Provide allstaff updates on initiatives policy changes and service levels.
• Handle confidential communications with discretion.

CUSTOMER SERVICE

• Maintain a customercentric approach and anticipate service needs.
• Exercise discretion for personal and confidential matters.
• Respond to inquiries prioritize requests and escalate issues when necessary.
• Resolve complex customer concerns and policy issues.

CORPORATE CONTRIBUTION

• Support employee recognition programs and corporate initiatives.
• Ensure administrative processes align with broader organizational goals.
• Participate in training and software updates.
• Represent BFES in crossfunctional planning efforts.
• Stay updated on policies legislation corporate procedures and collective agreements.
• Assist with special projects and strategic initiatives.

STAKEHOLDER RELATIONSHIPS

• Build and maintain relationships with internal and external partners.
• Coordinate with union executives and management on workforce matters.
• Represent the department in corporate and external engagements.
• Act as the primary contact for administrative and operational functions.
• Support senior leadership and collaborate with other departments as needed.

SELECTION CRITERIA:

EDUCATION:

• Postsecondary degree or diploma in Business Administration Administration or related field.

EXPERIENCE:

• 3 5 years supervisory experience.
• Supporting senior level management is an asset.

OTHER SKILLS AND ASSETS:

• Knowledge of municipal regional provincial and federal governments and legislation.
• Demonstrated ability to handle sensitive political situations and maintain confidentiality.
• Exceptional customer service orientation and quality service delivery.
• Proven analytical and problemsolving skills.
• Strong organizational skills with the ability to manage complex tasks and deadlines.
• Ability to excel in a fastpaced highpressure environment.
• Proactive independent and solution focused.
• Advanced proficiency in Microsoft Office Suite.
• Willingness to travel offsite locations as required.
• Experience in a municipal or publicsector environment
• Experience with unionized settings.
• Knowledge of fire services.
• Yellow Belt certification.
• Strong project resource coordination and business need identification.
• Excellent people management and customer relationship skills.
• High attention to detail and ability to multitask effectively.

**Various tests and/or exams may be administered as part of the selection criteria.

#LIHybrid

Interview: Ourrecruitmentprocessmaybecompletedwith video conference technology.

As part of the corporations Modernizing Job Evaluation project this position will undergo an evaluation which may result in a change to the rate of compensation. Any changes affecting this position will be communicated as information becomes available. *Our Hybrid Model is subject to change.

If this opportunity matches your interest and experience please apply online by clicking the button above (quoting reference #106750 by May 7 2025 and complete the attached questionnaire. We thank all applicants; however only those selected for an interview will be contacted. The successful candidate(s) will be required as a condition of employment to execute a written employment agreement. A criminal record search will be required of the successful candidate to verify the absence of a criminal record for which a pardon has not been granted.

As part of the application process applicants will be invited to complete a selfidentification survey. The survey is voluntary. Participation in the survey will have no impact on hiring decisions. Should you wish to opt out of completing the survey please select prefer not to answer as a response to each question. All information collected is confidential and will not be shared with the hiring manager. The surveys will be anonymized and will be kept separate from applicant or employee files such that the individuals who completed the surveys will not be identifiable. The results of the survey will assist in the analysis of disaggregated metrics for organizational planning purposes and our commitment to advance and foster diversity equity and inclusion. The City may use anonymized data to produce aggregate reports for internal or external use.

Please be advised the City of Brampton uses email to communicate with their applicants for open job competitions. It is the applicants responsibility to include an updated email address that is checked daily and accepts emails from unknown users. As we send time sensitive correspondence via email (i.e. testing bookings interview dates) it is imperative that applicants check their email regularly. If we do not hear back from applicants we will assume that you are no longer interested in the Job Competition and your application will be removed from the Competition.

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