Senior Administrative Assistant (DFM)

In this position, you will provide a wide variety of highly responsible and complex secretarial, administrative and clerical accounting duties in support of the Division of the Fire Marshal (DFM); coordinate and participate in office functions in support of the goals and objectives of the DFM and provide information and assistance to the public regarding City and Fire Department policies and procedures.

• Use Microsoft Outlook to schedule fire code inspections for many inspections staff; maintain multiple calendars of activities, meetings, and other events
• Assist DFM customers via walk in, email or telephone inquiries
• Perform data entry and quality assurance functions for inspection reports, plan reviews and maintenance of occupancy records
• Assist with the issuance and tracking of annual and provisional permits and inspections including associated fees
• Provide internal and external customer support for the division’s hazardous materials inventory (HAMMERS) software
• Support the fiscal responsibilities of the division through receiving and processing payments, researching payment histories and collecting outstanding balances; assist with division purchasing, budget and grant tracking and reconciliation as assigned
• Assist with compilation and integration of periodic Fire Code adoptions and amendments
• Assist with facilitation and execution of the division’s Knox™ program
• Research and process public requests for information/documentation
• Serve as Incident Command System (ICS) Documentation Unit Leader during planned events and emergent incidents as needed
• Track, compile, and report division statistics as directed by unit supervisor
• Assist CSFD personnel with special projects as assigned
• Provide backup assistance for other DFM support functions

• Knowledge of standard office technology; intermediate to advanced knowledge of Microsoft Office Applications, particularly Microsoft Word, Excel, PowerPoint, and Outlook
• Knowledge of proper English usage, spelling, punctuation, and grammar
• Ability and commitment to provide excellent customer service
• Ability to learn and apply pertinent City policies and procedures 
• Ability to communicate clearly and concisely, orally and in writing 
• Ability to establish and maintain effective working relationships 
• Ability to manage multiple priorities and deadlines
• Ability to produce a work product with a high attention to detail and minimal errors

• High school diploma or GED
• Four (4) years of full-time clerical or related support experience

• Experience using PeopleSoft Accounting Systems
• Experience managing multiple calendars/schedules using Microsoft Outlook
• NIMS (National Incident Management Systems) Certifications ICS (Incident Command System) 100, ICS 200, and IS (Independent Study) 700
• One (1) year of experience operating a multi-line telephone system

Salary : $49,970 - $59,988