Administrative Assistant - Fire

Starting Pay Range: $22.95/hour - $24.98/hour

I. Purpose of Job

Under general supervision, performs administrative duties associated with organizing department work, processing/maintaining documentation, and providing general office support.

II. Essential Job Duties

A. General office support

• Answers multi-line telephone; provides information and assistance; takes and relays messages and/or directs calls to appropriate personnel; returns calls as necessary.
• Responds and/or forwards emails to appropriate parties.
• Maintains calendar of events for personnel and Franklin Fire Department sponsored community events.
• As needed, takes meeting minutes, proofreads, and types correspondence for key personnel.
• Processes paperwork for payroll and tracks employees’ attendance. Payroll | UKG experience a plus.

B. Distributes reports and ensures accurate record keeping

• Reconciles departmental purchasing card transactions.
• Distributes daily staffing reports.

C. Maintain inventory of supplies

• Makes purchases and payments for goods and services for the department.
• Enters detailed departmental purchases for goods and services into inventory management system.

III. Other Job Duties

Performs other job duties as assigned, including:

• Provides reports on departmental expenditures as requested for creating departmental budget.
• Registers departmental personnel for training conferences, classes
• Arranges and processes all approved departmental travel requests/documentation.
• Notarizes departmental documentation.

IV. Primary Job Challenges

Primary challenges of this position include prioritizing work in a high-volume environment and keeping up to date on guidelines, procedures, and implemented technology platforms.

V. Equipment Operated

Office equipment: computers, copiers, printers, and multiline telephone.

VI. Key Competencies Required

• Job Content Knowledge: Has general knowledge of the policies, procedures, and activities of the City and the assigned department as they pertain to the performance of duties relating to the position. Has general knowledge of secretarial practices as necessary in the completion of daily responsibilities. Knows how to keep abreast of any changes in policy, methods, computer operations, technology, equipment needs and policies, etc. as they pertain to departmental operations and activities. Has comprehensive knowledge of the terminology, principles, and methods utilized within the department. Is knowledgeable and proficient with computers. Has the ability to type and create correspondence accurately and with appropriate speed.
• Language Skills: Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to write speeches and articles for publication that conform to prescribed style and format. Ability to effectively present information to top management, public groups, and/or boards of directors.
• Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
• Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. In decision making, some choices are known while others may need to be identified. Some reliance on precedent. Ability to interpret a variety of complex instructions furnished in written, oral, diagram, or schedule form.
• Teamwork: Develops constructive and cooperative working relationships with others. Encourages others to express their ideas and opinions. Provides input into identifying and solving problems. Anticipates need of others for information about job tasks and work environment and provides it to them in a timely manner. Willingly assists others with job tasks when appropriate.

VII. Physical Demands and Work Environment

Physical Demands: Performance of the essential duties of this job requires the incumbent to:

• Remain in stationary position up to 75% of the time
• Occasionally move about inside the office/building to access file cabinets, office machinery, the public, etc.
• Constantly operate a computer and other office productivity machinery, such as a calculator, copy machine, computer, printer, and telephone.
• Regularly position self to maintain office area and items needed to complete daily tasks.
• Regularly communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations.
• Occasionally move/transport up to 10 pounds.

Work Environment: Performance of the essential duties of this job requires:

The work environment is moderately noisy and busy (phones, computers, public and departmental traffic).

VIII. Qualifications

Education and Experience: The required knowledge, skill, and abilities to satisfactorily perform job duties are normally acquired through attainment of a high school diploma or general education degree (GED) and one to two years of related experience and/or training; or equivalent combination of education and experience.

Required Certifications/Licenses:

Tennessee Notary Public within 1 year of hire