DG BOSS: Administrative Specialist (FN)

Title:

The Administrative Assistant provides comprehensive administrative and operational support to the Fire & Emergency Services Department. This role ensures smooth day-to-day operations, accurate documentation,

effective communication, and adherence to organizational policies and safety standards. The position plays a key part in record management, reporting, and coordination between department staff and leadership.

Roles and Responsibilities

• Prepare and submit accurate reports (daily, weekly, bi-weekly, monthly, semi-annual, and annual) in

• compliance with departmental requirements.

• Maintain a central record-keeping system, including 201 files, training folders, operational logs, property/supply records, and inventory documents.
• Review, file, and distribute official correspondence and operational documents as required.
• Perform general office duties such as correspondence, filing, answering phone calls, and responding to emails.
• Draft requisitions for office materials, supplies, and equipment; track usage, monitor stock levels, and conduct regular inventory checks.
• Assist in budget tracking for material requisitions (MRs) as part of cost-control measures.
• Consolidate and review employee timesheets, maintain personnel records, and process leave requests and
• Personnel Action Notices for HR submission.
• Coordinate the distribution and follow-up of department messages, requests, and internal communications.
• Maintain an accurate, up-to-date inventory control system, ensuring timely monthly and quarterly counts.
• Monitor daily operations data input for accuracy and compliance with procedures.
• Provide technical assistance on stock control activities when required.
• Support the Fire Chief, Deputy Fire Chief, and department staff with day-to-day operational needs.
• Ensure compliance with organizational policies, standard operating procedures, and safety regulations.
• Perform other duties as assigned to meet organizational and operational objectives.

Basic Qualifications

• Strong written and verbal communication skills in professional business English.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with standard office

• equipment.

• Excellent organizational, multitasking, and time management skills with the ability to meet deadlines in fast-

• paced environments.

• Strong interpersonal and teamwork skills with problem-solving abilities.
• High attention to detail, accuracy, and confidentiality when handling records and sensitive information.
• Ability to work independently under minimal supervision, following standard procedures.
• Must pass overseas medical screening and maintain good health.
• Must hold a valid driver’s license (manual/automatic).

Preferred Qualifications

JOB SPECIFICATIONS: SPECIAL CERTIFICATIONS OR TRAINING

• N/A

EDUCATION:

• At least a high school graduate is required.
• Associate or bachelor’s degree in business administration or a related field preferred.

EXPERIENCE:

• Minimum of two (2) years of experience in administrative, business, or industrial office environments performing a full range of office support duties.