What are the responsibilities and job description for the Administrative Assistant I (Fire Admin) position at City of Beaumont, Texas?
Duties and Responsibilities
Essential Job Functions: Serves in a support capacity to the Fire Chief with a wide range of complex and technical functions related to fire and rescue services with the ability to perform all job duties accurately with limited supervision; good with numbers and is detailed oriented; ability to work fast when necessary; is able to handle multiple assignments with possible interruptions; prepares the Fire Chief’s monthly report by compiling information from other divisions in the department; work with Administrative Assistant II and Operations Secretary in preparing payroll by inputting hours in AS400 and spreadsheets; files a variety of materials; handles sick leave slips and doctors notes; prepares monthly sick leave reports; answers the telephone and transfers calls; assists the public with general information and routes more complex requests to the appropriate departmental representative; coordinates meeting dates and other events for the Fire Chief and obtain all necessary information; may be required to attend meetings to take minutes; completes special projects; coordinates ceremonies and luncheons for the Fire Chief and the department; keeps Rules and Regulations and Standard Operation Guidelines up to date to provide as study material for promotional exams; sorts mail for the department; compiles bid information for opening station positions; willingness to learn the Administrative Assistant II and Operations Secretary job duties to be able to assist when needed.
Other Job Functions: Performs other duties as required. Job description statements are intended to describe the general nature and level of work being performed by employees assigned to this job title. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required.
Working Conditions
Normal office environment; must be available to work from 8:00 a.m. to 5:00 p.m., Monday-Friday; must be available to work after hours and weekends when necessary. This position is considered essential during evacuation, disasters or any other declared emergencies.
Minimum Essential Qualifications
Knowledge: Knowledge of secretarial practices and procedures; knowledge of office practices and procedures and equipment; general knowledge of Fire Department operations; knowledge of spreadsheet and Microsoft Office programs; knowledge of the AS400 payroll, knowledge of systematic and numerical record keeping procedures; knowledge of city policies and procedures; knowledge of Civil Service forms, procedures, and relevant laws; knowledge of collective bargaining agreement; thorough knowledge of mathematical calculations.
Skills/Abilities: Must exhibit a high degree of responsibility; ability to exercise discretion in all matters; ability to enter payroll and maintain payroll and personnel records; ability to make moderately complex decisions in accordance with established policies and procedures; ability to maintain general records, including personnel records, and to prepare reports and answer questions from records; ability to compose correspondence on routine matters and to perform routine office duties without referral to a supervisor; ability to read complex text; ability to communicate both orally and in writing; ability to maintain effective working relationships with other employees and the public and to deal with public relations problems courteously and tactfully; skilled in word processing and the use of typewriters and other standard office equipment; ability to type 50-55 wpm; excellent composition, verbal, and grammar skills. Skilled in the use of Microsoft Suite and IBM iSeries (AS-400) computer systems. Ability to type accurately.
Physical Requirements: Constantly sees and hears; frequently sits, types operates a PC, writes by hand, stands, climbs, files, operates a calculator, walks, sorts, kneels, bends, squats; drives; infrequently carries, holds and lifts objects weighing up to 50 lbs. and stoops.
Education/Experience: Graduation from high school or equivalent supplemented by college level courses in secretarial science preferred; thorough experience in secretarial and general clerical work including operation of a computer; prefer two (4) years’ experience with municipalities; experience using computer software; experience with Microsoft Office software; experience with IBM iSeries (AS400) computer system preferred.
Other
Other: Skills test administered. Must possess a valid Class C driver’s license. Other state valid Driver’s License equivalent to Texas Class C will be considered. Texas state law requires within 30 days of residency, you must possess a valid Texas driver’s license. Applicant selected for hire shall be subject to a criminal history background check, and a drug/alcohol screen test.
The City of Beaumont provides equal employment opportunities (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, The City of Beaumont will provide reasonable accommodations for qualified individuals with disabilities. To request a reasonable accommodation or other assistance contact a Human Resources representative at (409) 880-3777 or through RELAY Texas at 1-800-735-2989 or mail your request to P.O. Box 3827, Beaumont, Texas 77704.
The City may consider all related education and/or experience in determining the applicant's minimum qualifications and starting salary.
All Full-Time Civilian employees have the option to receive medical, prescription, and dental insurance.
