Executive Assistant To The Chief, Paramedic Services

Job Brief

The Executive Assistant to the Chief, Paramedic Services, coordinates and leads activities for the Paramedic Services Department, while also providing confidential and administrative support.

Wage $70,532 - $82,524 per year (2024)

Reports to Chief, Paramedic Services

Department Paramedic Services

Location City of Kawartha Lakes, ON.

Hours Permanent, full-time, normal working hours are 37.5 hours per week with core working hours between 8:00am – 5:00pm EST.

Other Combination of general office environment and occasional off-site travel. Attending meetings, conferences, and departmental emergency situations, which may be outside of normal business hours and you may work additional hours as required.

The City of Kawartha Lakes invite applicants to join our team as an Executive Assistant to the Chief, Paramedic Services! Whenyou come to work for the City of Kawartha Lakes, you are joining a community of municipal workers who take pride in knowing that every day they are having a positive impact in the community. Our mission is to deliver the highest standards of municipal services while creating a healthy and sustainable future for all Kawartha Lakes’ residents and businesses. We work to support our values of Accountability, Respect, and Teamwork and we want you to Jump In with us!

We are an equal opportunity employer which values equity, diversity, and inclusion in the workplace. We foster a safe and creative work environment, where training and skill development are prioritized, with opportunities and support for career advancement. As a team member at the City of Kawartha Lakes, you may be entitled to the following: Employer paid benefits package, including short- and long-term disability income replacement, OMERS pension (defined benefit), education reimbursement, and other programs that foster innovation, leadership, and career advancement.

Essential Duties

• Prepare Paramedic Services budgets in consultation with department managers and the Chief; Monitor budget on an ongoing basis, gather variance information and prepare reports
  
• Review invoices, expense clams, and visa reconciliation for accuracy related to the department and ensure that all invoices are coded and compliant with corporate policies; Collect, verify, and prepare for authorization all departmental purchases over the established threshold
  
• Provide administrative support to the Chief and other management staff as requested by the Chief, including managing calendars, emails, travel arrangements, phone inquiries, administrative issues, and preparation of meeting resources and information
  
• Organize and coordinate the logistics of meetings, conferences and staff events to support the Chief and management team
  
• Receive and coordinate activities/assignments resulting from Council/Committee resolutions
  
• Act as Records Management department liaison, and provide training
  
• Receive and prepare, as directed, requests for information under the provision of the Municipal Freedom of Information and Privacy Act (MFIPPA), Personal Health Information Protection Act (PHIPA) and other legislation
  
• Create and maintain a contract management database for the department
  
• Oversee the maintenance and accuracy of vehicle files in accordance with Ministry of Heath requirements
  
• Support People Services throughout the Paramedic Services recruitment process in the preparation of job descriptions, postings, advertisements, etc.
  
• Provide administrative support for special events, recognition initiatives, and student programs
  
• Coordinate maintenance of the phone system, computer, office equipment and provide information to Information Technology in relation to employees (employee add, departure, change, credentials, etc.)
  
• Oversee facility issues including security, cleaning, repairs, and renovations
  
Provide leadership and supervision to Administrative Assistant(s) and ensure workload is distributed appropriately and completed in a timely manner.

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• Regularly develop improved methods, procedures and techniques relating to programs that achieve effective and efficient operations
  
• Demonstrate leadership and coordination in assigning work activities as required, ensuring equipment and resources are sufficient to enable the successful completion of assignments
  
• Support, advise, supervise team members, providing feedback and/or improvement opportunities
  
• Research, quantify, facilitate and coordinate delivery of training needs to staff
  
• Manage customer service concerns, investigating, problem solving and responding as appropriate with solutions
  
• Procure services and goods related to areas of responsibility, generate purchase orders
  
• Authorize time off requests, time worked and overtime costs
  
• Contribute to the development of annual program needs
  
• Manage stakeholder interactions in the supply and receipt of information, inlcuding the analysis and resolution of issues
  
• Provide data to allow program reporting, decision making and evaluation
  
• Complete research, analysis of industry trends, and best practices to remain knowledgeable and current in program area of responsibility
  
• Create and maintain a cohesive team environment to support staff and to achieve objectives and program outcomes
  
• Responsible for the hiring, performance management and training of direct reports, discipline, dismissal, in consultation with the Chief and People Services
  
• Administer the terms of the applicable Collective Agreements, corporate policies, directives, expectations, in collaboration with People Services; act as a Supervisor under the Occupational Health and Safety Act (OHSA)
  
Perform other related duties as assigned.

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• Post-secondary diploma in Business Administration or a related field
  
• Minimum of three (3) years of progressive experience, preferably in a municipal environment
  
• Supervisory experience in a unionized environment
  
• Demonstrated knowledge of office management principles and procedures with an understanding of basic accounting
  
• Competent in use of teleconference equipment
  
• Effective oral communication and strong interpersonal skills; excellent written communication skills; attention to detail; accuracy to follow-through
  
• Demonstrated customer service skills at a level to develop and maintain cooperative and collaborative working relationships within and outside the organization
  
• Demonstrated time-management skills with the ability to prioritize workloads and meet deadlines with minimal supervision
  
• Demonstrated ability to exercise discretion and tact while maintaining a high degree of confidentiality at all times, complying with all applicable privacy legislation and policies and procedures
• Demonstrated advanced proficiency in Microsoft Office, the internet and any other related software
  
• Possess and maintain a valid Ontario Class "G" Driver's Licence or the ability to frequently attend work related activities at various sites within the municipalities or at other sites within Ontario
• Possess and maintain an acceptable Criminal Record. Upon an offer of employment, a Criminal Record Check will be required
• Applicants must also be prepared for skills assessments during the recruitment process.