Administrative Officer
Position Overview:
This is an exciting time to work for the Fire Department in Saint John, a city experiencing unprecedented growth that brings change and new requirements of those providing public services. This position is within the Fire Department and reports to the Assistant Deputy Chief. Supporting the efficient operation of the Saint John Fire Department (SJFD) and the Saint John Emergency Measures Organization (SJEMO) by implementing best business practices based on data analysis, in the areas of quality improvement, finance, human resources, strategic management, community relations and safety that address existing and evolving needs.
The Administrative Officer is responsible for providing the Fire Chief with strategic advice, financial strategies and policy recommendations in all aspects of day-to-day operations through research, data analysis and a solid foundation in business best practices. The focus of the role will be on safety compliance and strategic financial planning to support the capital and operating budgets for the SJFD and SJEMO.
Key Responsibilities:
Ensure the financial integrity and functioning of the Department by:
o Plan, create, and monitor the annual Operating Budget and Capital Budget for both SJFD and SJEMO.
o Coordinate expenditures associated with capital and operating budgets; including monthly, daily analysis, and control of operating budget planning, capital construction, maintenance and procurements.
o Develop and coordinate the specification, selection and distribution processes for major departmental purchases both operating and capital in nature.
o Research, preparation, and presentation of business cases for service enhancements and improvements.
o Review program planning, seeking input from the department staff, coordinating, preparing and presenting the analysis of the annual Fire Department Operating Budget to the Fire Chief.
Protecting the overall health and safety of all department personnel by:
o Develop and distribute health and safety information for the education of fire department, and as a means for conveying clear, concise, and correct information to update and train members.
o Study evolving safety and environmental specifications, updating equipment with respect to legislated standards and coordinating purchases and maintenance of related equipment.
o Develop and manage an organizational risk management plan that addresses the risks associated with administration, facilities, training, vehicle operations (both emergency and non-emergency), protective clothing and equipment, operations at emergency incidents, operations at nonemergency incidents, products of combustion, carcinogens, fireground contaminants, and other incident-related health hazards.
o Establish SOP/Gs for an occupational health and safety program, assess and report the adequacy and effectiveness of compliance with occupational health and safety SOP/Gs.
o Manage a fire department accident prevention program by utilizing engineering controls, administrative policies and procedures, education, protective clothing, and protective equipment.
o Conduct safety and health inspections, audits, and investigations; analyze data collected and present findings.
o Manage the collection and analysis of data related to accidents, occupational deaths, injuries, illnesses, and exposures to infectious agents and communicable diseases.
o Recommend safety-related specifications for fire apparatus, fire equipment, protective clothing, and protective equipment.
Support SJ EMO through:
o Assist SJEMO emergency response command and control leadership in times of community crisis.
o Achieve strategic priorities through planning, organizing, coordinating, and facilitating the delivery of a variety of proactive community risk reduction initiatives and emergency services to best serve our citizens, customers, and stakeholders.
o Collaborate with the City of Saint John Communications Department an effective Public Communications Strategy as it relates to providing accurate and timely public information on policy, projects, and emergency notification including planning, preparation, response, and recovery initiatives of SJ-EMO and the Saint John Fire Department.
Support Fire Management with human resource management processes through:
o Assist in administering collective agreements in a fair and consistent manner ensuring decisions are aligned with obligations and management rights.
o Support the Fire Chief in times of dispute and grievance ensuring that appropriate information is at hand.
o Support collective bargaining by assisting in the preparation for bargaining, gathering information, providing costing and acting as a resource during negotiation.
o Support senior fire management in workflow, project management, and planning.
o Represent the Fire Chief on labour management collaborations such as clothing committee, community initiatives, special events, fundraising, innovation and employee engagement.
o Coordinate all recruiting efforts for the Fire Department and engage with corporate HR Staffing.
o Manage all payroll submissions with administrative staff in the department.
Essential Qualifications:
Education:
o Bachelor's degree in Business, Finance or a related field.
o Incident Command System (ICS) training.
o Safety Training or certifications. Have or be willing to obtain:
NFPA 1521 Incident Safety Officer, IFSAC or Pro-Board certified.
NFPA 1521 Standard for Fire Department Safety Officer.
Demonstrated initiative in professional development as evidenced by enrollment in or completion of fire officer/administration training and leadership.
Experience:
Minimum five (5) years' experience analyzing and presenting financial reports.
Strong knowledge of health and safety regulations and standards.
Practical experience in utilizing the Incident Command System (ICS) and familiarity with participating in multi-agency coordination.
Demonstrates cognitive ability, critical thinking, sound judgment, and decision-making.
Assets include: formal project management experience; experience in a managing/coordinating role in emergency management within government agencies, non-profits, or private sector organizations; experience in designing and conducting emergency drills, exercises, and training programs; media relations experience; experience in culture change and knowledge of its challenges.
Please note: a combination of education and experience in relevant fields will also be considered.
The successful applicant may be eligible to participate in a Flexible Time Options Program which includes the option of working a 4 or 5-day work week, subject to business requirements.
Equal Opportunity Employer:
We are an Equal Opportunity Employer. We are committed to building a workforce that reflects the diversity of the communities in which we live and which we serve. We encourage and support applications from Indigenous persons, persons with disabilities, and members of visible minority groups. Candidates who belong to such groups, who are qualified, will be given preference at the time of selection.
Applications will be accepted through our online system only. Qualified applicants should submit their cover letters and resumes to:
City of Saint John
Attn: Hiring Committee
www.saintjohn.ca (employment opportunities)