Courtney Harbin
Waterford,Canada
Summary
Dynamic administrative professional with extensive experience supporting high-level executives at the City of Brantford. Proven expertise in budget preparation and data management, coupled with exceptional organizational and communication skills. Successfully streamlined processes, enhancing efficiency and ensuring confidentiality in all operations. Committed to delivering superior customer service and fostering team collaboration.
Overview
16
16
years of professional experience
Work History
Administrative Coordinator to the Office of the Fire Chief
The City of Brantford
Brantford, Canada
11.2019 - Current
- Under the general direction of the Fire Chief, I perform skilled tasks with high levels of responsibilities that commensurate with the complex responsibilities associated with supporting the office of the Fire Chief.
- I serve as the primary point of contact for internal and external constituents on all matters pertaining to the Office of the Chief, including those of a highly confidential or critical nature that requires considerable tact and discretion.
- I prioritize and determine appropriate course of action, referral or response.
- Prepare, monitor and set up all requisitions and PO’s.
- Record and track all awarded tenders and contracts within the Brantford Fire Department.
- Prepare, compose and proofread correspondence and reports that get sent to council for approval.
- Calculate, input and ensure timely processing of invoices and expense claims.
- Review, edit and distribute all Standard Operating Procedures for the Brantford Fire Department.
- Act as a resource for all budget related questions concerning the Brantford Fire Department accounts.
- Develop and maintain divisional databases to ensure accurate and comprehensive data management as well as reporting on various metrics.
- I coordinate the workflow of the Office of the Chief, disseminating work appropriately to the Administrative Assistant ensuring tasks are completed in a timely and efficient manner.
- I maintain, develop and manage comprehensive databases for key performance indicators of the entire department.
- I would then interpret and analyze the data to prepare a variety of reports or data analytics to ensure accurate and comprehensive data management for the Office of the Chief.
- Assist in preparing the operating budget for the Department and monitor expenditures and availability of funds by reviewing and tracking invoices and account numbers and processing payments efficiently.
- Develop new processes and standardize procedures for administrative functions designed to provide superior customer service in the most efficient manner possible.
- Attend educational workshops and maintain membership with the OFCAAA, participate in the Supervisor’s Toolbox.
- Process confidential information relating to contract and negotiations, standards of service compliance and service provision.
- Coordinate and oversee all registrations, memberships, and travel arrangements for management and the entire department.
- Assist staff with day-to-day processes, departmental and corporate policies, procedures and standards.
Administrative Coordinator to the Fire Chief & Paramedic Chief
City of Hamilton
Hamilton, Canada
12.2016 - 11.2019
- Provided confidential administrative support to the Hamilton Fire Department, Fire Chief and Hamilton Paramedic Service, Paramedic Chief.
- Prepared, composed and proofread correspondence and reports that get sent to council for approval.
- Scheduled appointments, arrange meeting and book facilities for internal and external meetings.
- Coordinate and oversee all registrations, memberships, and travel arrangements for management and the entire department.
- Ensured timely processing of cheque requisitions, expense claims.
- Responded to inquiries and liaise with local officials, local boards, outside organizations and public.
- Acted as a contact person for the Director’s office ensuring information is disseminated to staff as needed.
- Calculated, had input and ensured timely processing of cheque requisitions and expense claims.
- Confirmed and reconciled the Director’s expenses monthly.
- Recorded and tracked all awarded tenders and contracts with the city.
- Create and maintain a monthly task list for all the Managers.
- Reviewed, tracked and provided account numbers and availability of funds.
- Monitored and recorded on all Councilor or City complaints and direct to the appropriate person for follow up.
Administrative Assistant to the Director of Energy, Fleet & Traffic
City of Hamilton
Hamilton, Canada
08.2009 - 12.2016
- Provided confidential administrative support to the Director of Energy Initiatives, Central Fleet & Traffic Operations.
- Prepared, composed and proofread correspondence and reports that get sent to council for approval.
- Scheduled appointments, arrange meeting and book facilities for internal and external meetings.
- Ensured timely processing of cheque requisitions, expense claims.
- Responded to inquiries and liaise with local officials, local boards, outside organizations and public.
- Acted as a contact person for the Director’s office ensuring information is disseminated to staff as needed.
- Calculated, input and ensured timely processing of cheque requisitions and expense claims.
- Confirmed and reconciled the Director’s expenses monthly.
- Recorded and tracked all awarded tenders and contracts with the city.
- Reviewed, tracked and provided account numbers and availability of funds.
- Monitored and recorded on all Councillor or City complaints and direct to the appropriate person for follow up.
- I disseminated work appropriately to the Program Assistants ensuring tasks are completed in a timely and efficient manner.
Education
Recreation & Leisure graduate -
Mohawk College of Applied Arts and Technology
Skills
- Microsoft Office proficiency
- Problem solving
- Independence
- Flexibility
- Organizational skills
- Oral communication
- Written communication
- Customer service expertise
- Team collaboration
- Quick learning ability
- Data management
- Budget preparation
- Administrative coordination
- Effective communication strategies
- Time management skills
- Confidentiality assurance
- Attention to detail
References
Available upon request
Specialized Training
- Supervisor’s Toolbox, City of Brantford, Brantford, ON
- Customer Service Training Course, Brantford, ON
- Conflict Resolution – Dealing with Difficult Customers and Employees, Brantford, ON
- Current CPR/First Aid
Timeline
Administrative Coordinator to the Office of the Fire Chief
The City of Brantford
11.2019 - Current
Administrative Coordinator to the Fire Chief & Paramedic Chief
City of Hamilton
12.2016 - 11.2019
Administrative Assistant to the Director of Energy, Fleet & Traffic
City of Hamilton
08.2009 - 12.2016
Recreation & Leisure graduate -
Mohawk College of Applied Arts and Technology