Fire Safety Maintenance Inspection (FSMI) Program Administrator - Jobs in Dartmouth, NS

Job Description

Job PostingHalifax Regional Municipality is inviting applications for the permanent full time position of Fire Safety Maintenance Inspection (FSMI) Program Administrator in the Fire Prevention division of Halifax Regional Fire & Emergency.Halifax Regional Municipality (HRM) is committed to reflecting the community it serves and recognizing Diversity and Inclusion as one of the Municipality’s core values. We have an Employment Equity Policy, and we welcome applications from African Nova Scotians and Other Racially Visible Persons, Women in occupations or positions where they are underrepresented in the workforce, Indigenous/Aboriginal People, Persons with Disabilities and 2SLGBTQ+ Persons. Applicants are encouraged to self-identify on their electronic application.Under the direction of the Division Chief, the Administrative Support - Fire Safety Maintenance Inspection (FSMI) Program will provide administrative support for the FSMI program, coordinating Fire Safety Act inspections for over 13,500 buildings. This position will also be responsible for the modernization of Fire Prevention’s digital material (forms, spreadsheets) and the analysis / comparison of multiple complex datasets.DUTIES AND RESPONSIBILITIES:

• Administrative support of FSMI program:
  • Schedules buildings for inspection based on pre-determined criteria;
  • Schedules appointments with building owners;
  • Inputs results of inspections into computer system; Distributes inspection referrals per process;
  • Monitors inspection data and alerts appropriate staff of trends;
  • Manages requests from clients and crews including re-appointments as necessary;
  • Manages shared calendar and ensures accuracy / continuity with HRFE’s FDM system;
• Conducts an ongoing analysis of building stock and updates business contact information;
• Updates building records using archived records;
• Collects and performs initial review of incoming investigation files for completeness;
• Responsible for the administration of the Alarmed and Ready Program;
• Enters fire protection device testing records into computer system;
• Prepares and distributes reports using HRM reporting software (ex. Crystal / FDM / BI) on established frequency;
• Queries datasets out of multiple computer systems and joins data together to improve data quality, eliminate errors, and create ad hoc reports for future planning needs;
• Receives and schedules public education inquiries including station related tours, school visits;
• Maintain and update filing systems and performs general office procedures
• Other related duties as assigned

QUALIFICATIONSEducation and Experience:

• Grade 12 plus a two (2) year diploma in Business Administration from a recognized educational institute.
• Minimum two (2) years’ related experience in an administrative position.
• Focus on Software & Information Management Concentration an asset.

Technical / Job Specific Knowledge and Abilities:

• Very proficient in the use of computer software (Word, Excel, PowerPoint, Outlook, Visio, OneNote, Skype for Business, Adobe Acrobat DC) including understanding of fields, file sizes, filters, data validation, consolidation, arrays, logic and lookup functions, pivot tables, image resolution, form creation, linking, bookmarks, text recognition, etc.
• Knowledge of Fire Department Records Management System (FDM) would be an asset.
• Knowledge of Halifax Regional Fire & Emergency organizational structure and culture would be an asset.
• Ability to take direction, work independently and coordinate with others.
• Persistent attention to detail and quality.
• Strong customer service and communication skills.
• Ability to maintain a high degree of confidentiality.

Security Clearance Requirements: Applicants may be required to complete an employment security screening check.Please note: Testing may be conducted as a component of the selection process to assess technical and job specific knowledge. Candidates, who are selected for testing, may be tested in a group setting, scheduled at the employer’s discretion.COMPETENCIES: Analytical Thinking, Communication, Customer Service, Organization & Planning, Teamwork & Cooperation, Valuing Diversity, Values & EthicsWORK STATUS: Permanent full timeHOURS OF WORK: Monday to Friday, 8:30 a.m. to 4:30 p.m.SALARY: Level 6, $30.97 /hour, in accordance with the NSUPE NSGEU 222 collective agreementWORK LOCATION: 7 Mellor Ave., DartmouthCLOSING DATE: Applications will be received up to 11:59pm on April 11,, 2023.This is a bargaining unit position. External applicants will only be considered if there are no qualified bargaining unit candidates.Please note: We thank all applicants for their interest in this position. Only those applicants selected for interview/testing will be contacted.During the recruitment process, applicants have the right to request an accommodation. Applicants invited to participate in an assessment process (such as an interview or testing) and who require accommodation, should discuss their needs with the Recruiter when invited to the assessment process.Qualified HRM retirees may also be considered for competitions. In these circumstances, a form of employment may be offered, including term and/or contract employment.(position #72283110)Quick Apply

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