Administrative Assistant, Emergency Services
The Role
Administrative Assistant, Emergency Services
This is a permanent full-time role at Haldimand County, with an annual compensation range of $61,844 - $75,239.
The Opportunity
The Perks
- Defined Benefit Pension
- Safe & Friendly Work Culture
- EFAP Program
- Wellness Programs
- Employee Recognition
- Free Parking
Haldimand County
Haldimand County is a single-tier municipality with a dedicated team of professionals committed to delivering exceptional services to our citizens. With a focus on excellence, our county stands as an outstanding place to work and live. By joining our dynamic team, you open the door to a rewarding career where we prioritize the health and wellness of our employees, their families, and the communities we serve.
At Haldimand County, we believe in the Net Better Off philosophy. This means we’re passionate about helping our staff thrive and advance in an equitable workplace.
Job Description
Administrative Assistant, Emergency Services
Vacancy: Yes
Posting #: NU-2026-31
Posting Period: September 21 - October 4, 2026
Employer Group: Non-Union
Reporting to: Manager, Emergency Services / Fire Chief
Grade: 6
Wage Range Annually: $61,844 - $75,239
Position Status: Permanent Full-Time
Work Hours per Week: 35
Location: Cayuga, ON (Emergency Services Headquarters)
Core Competencies
- Self-Direction
- Interpersonal Communication
- Collaborative Skills
- Digital Literacy
Position Summary
Provide efficient and confidential administrative and technical support to the Director/Manager and Divisional staff in order for the Division to operate effectively and efficiently. Additionally, assist with the coordination of divisional business services, functions, and operations. As well as provide customer service to internal and external clients, including representatives of various levels of government, management, peers, staff, and the general public.
Qualifications, Knowledge, and Skills
Education
- Community College Diploma relative to the area of responsibility completed within two academic years.
Experience
- Some experience in administrative work or customer service, preferably within an Municipal Setting.
Knowledge/Skills
- Thorough understanding of municipal, corporate and divisional business administration procedures to recommend and/ or undertake activities that increase efficiency of the Division.
- A Valid Ontario Driver’s License and access to a reliable vehicle.
- Excellent verbal and written communication skills with the ability to give, obtain, seek clarification, and/or exchange routine information.
- Demonstrated initiative, and ability to make decisions involving routine tasks, within established procedures.
- Demonstrated ability to work independently referring only major problems to supervisor/ managers.
- Demonstrated ability to exercise significant discretion and sensitivity involving regular work with confidential information.
- Proven ability to handle/process cash, valuables and/ or issue receipts.
- Demonstrated analytical and problem solving skills involving occasional ingenuity, and minor refinement of procedures when necessary.
- Demonstrated capability to provide orientation or technical guidance, as needed.
- Organizational skills with conscientiousness, to avoid errors and ability to meet deadlines.
- Excellent interpersonal skills including the ability to work effectively in a team environment and guide interdisciplinary team- based discussion to increase staff morale, team building and team sprit.
- Technology Aptitude
- Demonstrated intermediate computer skills to utilize various technological devices and programs while adhering to cybersecurity and best practices are followed.
- Intermediate knowledge of MS Office (Word, Excel, Outlook, PowerPoint)
Responsibilities
The incumbent is responsible for, but not limited to:
Corporate
- Build and maintain relationships with internal and external contacts with an emphasis on building trust in/with the Division while ensuring effective public relations that sustain the positive image of the County.
People
- Work with Director/ manager or Divisional staff to resolve issues related to divisional business using internal and external relationships.
Money/Asset
- Assist with the development of operating and capital budgets; input budgets data; monitor approved budget.
- Review and process invoices, enter purchase orders, reconcile procurement card accounts, and complete account reconciliations throughout the year as required by applicable Policy and Procedures.
Functional
- Support
- Provide correct information to inquiries or refer requests to those who have the necessary information or knowledge to respond.
- Prepare Social Media on behalf of the Division to provide updates to the public regarding service impacts and other important informational updates.
- Assist with divisional recruiting process by organizing resumes, booking interviews, completing reference checks, and completing unsuccessful applicant letters.
- Provide technical support for various corporate software for office and field staff as requested.
- Reports
- Coordinate, prepare and proofread written documentation from management staff, being cognizant of deadlines.
- Prepare and analyse statistical data; research best practices related to divisional functions and ensure accuracy of information.
- In conjunction with Human Resources staff, coordinate, on behalf of the Director/Manager, the collection, administration, analysis and/or accuracy of employee data such as compensation information, attendance records, vacation records, policies and procedures, performance management and professional development of Division staff.
- Record Management
- Maintain approved records management system for the Division, ensuring that documentation is readily retrievable.
- Scheduling
- Schedule meetings for the Director/Manager and Supervisors with County and non-County Staff, which includes meeting invitations.
- Register divisional staff for conferences, seminars and trade shows including arranging for accommodation.
- Divisional
- Communicate and provide records/ data/communications to the Ministry of Health (MOH), and the Ontario Fire Marshall as requested and/or mandatory reporting process.
- Prepare documentation, and reports, and assist with service related policies and procedures, including HR files for Fire Services and the Fire Marshall.
- Act as back up to the Coordinator of Emergency Management for divisional Social media to provide updates to the public regarding services impacts and other important informational updates.
- Participate in Emergency management as the lead scribe and member of the Emergency Management Program Committee.
Demonstrate commitment to the Haldimand County Code of Conduct
The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the job.
Working Conditions
- Regular Business Hours (8:30am- 4:30pm, Monday to Friday)
- Occasional Over-Time: Quarterly, record minutes for Fire Chiefs meetings, including 11 stations, occurs at 7pm for 2 hours.
Haldimand County envisions all County staff to possess a high degree of Ethical Behaviour & Professionalism, Political Acumen, Relationship Management, Credibility, Flexibility & Adaptability, Empathy & Compassion, Entrepreneurship, and Customer Service.
Haldimand County is an equal-opportunity employer that strives for inclusivity and belonging for all. Accommodation is available at any stage of the hiring process to applicants with differing abilities. If you require accommodation at any stage of the hiring process, please contact us at hrhelpdesk@HaldimandCounty.on.ca.
County employees who are interested in applying for this position must complete the EMPLOYEE APPLICATION FORM via the County’s Intranet - FuNK and submit it online with a resume and cover letter by 4:30 p.m. on the last day of this posting.
We thank you for your interest in working for Haldimand County. Only candidates selected for an interview will be contacted.
