Job Description

This position provides a variety of detailed administrative support functions for the Fire Chief and the Fire Department. This challenging support position involves complex work methods and problems. Work requires the exercise of initiative, problem solving, customer service, attention to detail and discretion. Work is performed under the general supervision of the Fire Chief. This person has the ability to solve problems in office procedures and assist in accomplishing routine business. The employee is required to have thorough knowledge of department rules, policies and procedures, and is responsible for applying this knowledge independently when dealing with the public and employees of the department.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following duties are normal for this position. These are not to be construed as all-inclusive. Other duties may be required and assigned.

• Administrative Support (30%) Prepare correspondence and reports for the Fire Chief, Assistant Fire Chief and other members of administrative staff that may include technical or confidential information. Schedule meetings and appointments and maintain the Fire Chief’s calendar. Create and maintain a department record management system to include correspondence, files, records and reports. Keep rosters and employee files current. Manage department petty cash and all associated record keeping. Assist with department purchases, check requisitions and purchase orders.
• Employee Payroll and Billing (30%) Prepare accurate payroll reports to include overtime and special event pay. Process and track personnel leave slips. Maintain and monitor employee leave accrual balances. Produce and distribute billing for contracted or special operations services. Create fire code violation letters and track for return to compliance. Reconcile required ambulance billing forms and forward to billing agency.
• Customer Service (25%) Greet the general public and provide requested information to the public or direct to the appropriate person. Answer the telephone, screen callers, take messages and/or provide information. Enter complaints and compliments in database and forward for resolution. Schedule the use of department community rooms. Receive permit applications and issue as approved. Process external requests for departmental reports and records.
• Coordination (10%) Keep current with technology and software changes. Register personnel for conferences and seminars. Make travel arrangements and complete trip, travel and expense reports. Purchase office supplies and equipment for departmental functions in accordance with procurement policy. Oversee distribution of personnel-related mailings to department employees. Maintain and operate office equipment and machines. Perform general office duties which include sorting mail, making copies and maintaining subscriptions and memberships.
• Perform other duties as assigned (5%)

REQUIRED MINIMUM QUALIFICATIONS

Education and Experience:
• Associate’s Degree in Administrative Assistant, Administrative Professional or a related field.
• Three to five years of related administrative support experience.
• Possess and maintain a valid driver’s license.

Necessary Knowledge, Skills and Abilities:
• Skill in preparing and maintaining accurate records and reports.
• Skill in general office practices and procedures.
• Skill in the use of personal computers, including experience with MS Office.
• Possess good interpersonal skills and attention to detail.
• Be team oriented and be able to establish and maintain effective working relationships with co-workers, other city employees and the public.
• Ability to meet deadlines, manage multiple priorities and effectively resolve challenging interpersonal relations.
• Ability to accurately type at least 50 words per minute.
• Ability to communicate verbally and in writing with others.
• Ability to work with confidential information.
• Basic understanding of payroll, math, purchasing, accounting and budgeting practices

In evaluating candidates for this position, the City may consider a combination of education, training and experience which provides the necessary knowledge, skills and abilities to perform the essential duties and responsibilities of the position

TOOLS AND EQUIPMENT USED

Office machines and equipment such as: personal computer, printer, telephone, fax machine, calculator, copier and MS Office Suite software.

PHYSICAL DEMANDS

The physical demands described in this position description are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the essential functions of this job, the employee is frequently required to sit, talk or hear. The employee is occasionally required to walk, use hands to finger/handle objects or operate tools or controls, and to reach with hands or arms. The employee must occasionally lift and/or move up to 25 pounds.

Specific vision abilities required of this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described in this position description are representative of those an employee encounters while performing the essential functions of this job.

The noise level in the work environment is moderately quiet.

SELECTION GUIDELINES

Formal application, rating of education and experience, oral interviews, background check and job related tests may be required.

The duties listed in this position description are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if work is similar, related or a logical assignment to the position.

The position description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

How to Apply

Job Types: Full-Time.

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