The Protective Services Assistant supports the County’s 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 County’s 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.