Senior Clerk

The Corporation of The City of Victoria•Victoria, BC

1d•Hybrid

About The Position

The Senior Clerk, Fire Department is responsible for administrative, financial, and inventory support for the Victoria Fire Department (VFD). This role also handles scheduling and calendar management for the Fire Chief and Deputy Fire Chiefs, contributing to the efficient day-to-day operations of the department.

Requirements

High school graduation.
Office Administration Certificate (6 months).
Completion of Accounting Level 1 (6 months).
A minimum of 2 years related experience, in an administrative role, including: Inventory or supply management responsibilities, Customer service, and financial transactions, tracking and reporting.
Or an equivalent combination of education, and experience.
Type 60 wpm.
Working level operation of Microsoft Office.
Ability to take and transcribe minutes.
Use standard office equipment.
Maintain accurate records.
Deal with the public and outside agencies in a courteous and tactful manner.
Strong written and verbal communication skills.
Strong time management skills.
Ability to multi-task.

Nice To Haves

May be requested to substitute in other positions, including a more senior position.

Responsibilities

Respond to inquiries for general information from the public, staff, and outside agencies.
Prepare and maintain statistical data for the department, such as month-end reports and call response rate reports.
Update and prepare a variety of letters, memos, reports, and department-related communications such as operational guidelines and standing orders.
Take and transcribe minutes for various meetings and committees.
Assist with the ongoing maintenance of the Administration team’s procedures and guidelines documents.
Maintain electronic filing systems covering all administrative functions of the Fire Department, including creating forms and templates as required.
Maintain a variety of manual and digital records such as the employee roster, scheduling, and WorkSafe report entries.
Renew affiliation memberships for employees.
Maintain departmental intranet site.
Register Fire Chief and Deputies for events and conferences, arranging accommodation and transportation as required.
Sort and distribute physical and electronic mail.
Liaise with vendors and outside agencies as required.
Assist with data entry, such as entering training records and fire inspection records.
Receive and respond to Freedom of Information requests, drafting letters to the public, responding to property search requests, and Oil Tank queries.
Issue permits and update related records.
Process accounts receivable and payable, including expense management, purchase card reconciliation, and record-keeping.
Prepare and process various invoices for departmental cost recovery programs and/or payment.
Maintain a petty cash fund.
Generate and complete electronic and paper forms such as purchase orders and code invoices.
Requisition/order and issue supplies from City stores or outside suppliers.
Receive items and review them against purchase orders to ensure accuracy.
Perform regular inventory counts.
Research and make recommendations regarding supply purchases, reviewing costs and ensuring efficient purchase options.
Administer the clothing program, including individual staff requirements, tracking allotments for members, and facilitating purchases.
Record key inventory for buildings and vehicles.
Track and update vehicle inventory, maintaining evidence and exhibit logs.
Prepare documentation for purchasing and acquisition of supplies, equipment, protocol, recognition, and other materials, through purchase order request for proposals.
Code invoices for payment and/or process purchase card transactions.
Provide administrative information for annual budgets and budget reports, perform cost analysis as needed.
Assist in the completion and submission of department payroll.
Access data using the City’s enterprise system, related to both payroll and payments.
Monitor and reconcile training expenditures for department staff.
Determine changes to property information such as ownership and business classification.
Process payments via POS, cheque, or debit.
Schedule and facilitate training and events as directed, including car seat installations, fire extinguisher training, fire hall tours, and other events as directed.
Coordinate tours of the fire hall with various groups, such as schools and community organizations, preparing tour packages and assisting with departmental events.
Respond to requests and arrange for repairs regarding building facility defects with City staff when required.
Perform related duties where qualified.