Protective Services Assistant

The Protective Services Assistant supports the Countys Fire and Enforcement Services functions by providing confidential administrative support and related activities as required for the Protective Services Department. This position is a front-facing customer position and is the first touch point for the public.

Key Duties and Responsibilities:

Billing and Grant Administrative Support (65%)

• Processes and codes account payables receivables and procurement card expenses to the appropriate general ledger for the Protective Services Department.
• Oversees billing of other municipalities for Fire Service and Peace Officer Agreements.
• Prepares yearly grant donations as required.
• Prepares and tracks purchase orders equipment orders and maintains inventory supplies.
• Maintains records and reports for seven Fire Departments within FirePro2(FP2) software program.
• Prepares billing to Alberta Transportation and insurance companies.
• Prepares and reviews pay records for Paid On Call Firefighters.

Reception Support (15%)

• Provides timely and efficient customer service by responding to public inquiries relating to Protective Services by telephone email and in person.
• Coordinates and processes fire permits firework permits and dog licensing through CRM and public walk-ins.
• Provides support and training to Fire Guardians as required.
• Acts as a Commissioner for Oaths as required.

Administrative Support (10%)

• Assists with preparing departmental correspondence reports and other related materials as required.
• Provides administrative support to document OH&S meeting minutes.
• Assists the Manager and Enforcement Supervisor with office related reporting and workflows.
• Provides assistance in developing the department budget by providing general ledger financial balances as requested.
• Coordinates the mail out of department communications as required.
• Prepares and distributes inter-office mail.
• Monitor bookings of PSHQ meeting rooms. Provide assistance to staff as required.

Other Related Duties (10%)

• Performs the duties of an Information Management Contact for the department.
• Perform special projects and tasks as required.
• Adheres to applicable responsibilities and accountabilities as outlined in the Sturgeon County Health and Safety Management System.
• Adheres to all of Sturgeon Countys policies bylaws procedures and processes as well as aligns work to the Sturgeon County values.

Knowledge Education Qualifications Skills Abilities and Experience:

• Highschool Diploma.
• Training or certificate in a related office administrative field.
• A clear Criminal Record (Vulnerable Sector) with periodic renewal as required.
• Ability to read follow and understand processes procedures and policies to perform work in accordance with expectations.
• Ability to apply a forward-thinking approach while working to ensure that processes are efficient and operating as intended.
• Ability to take initiative be independent resourceful work under pressure and meet deadlines.
• Ability to work in a team environment or independently.
• Proven ability to effectively communicate in writing or verbally in a clear objective logical and sensible manner.
• Well-developed customer service skills.
• Mathematical aptitude.
• Ability to maintain confidentiality when dealing with sensitive situations and/or information.
• Proficiency when using all Microsoft Office Programs (Excel Word and PowerPoint etc.).
• A minimum of two (2) years of related administrative experience.
• The work is conducted in an office or office-like environment.
• The working environment is deadline driven and involves multitasking and managing priorities that may rapidly change as dictated by emergency incidents.
• This position works primarily indoors with limited physical requirements of walking bending standing or reaching.
• This position may have longer periods of time sitting/standing at a desk with visual concentration but the position has control over when to take breaks.
• Interruptions and distractions occur but are not expected to interfere with the ability to complete the work required.