What are the responsibilities and job description for the Executive Assistant position at City of Enid?
JOB
POSITION REPORTS TO: Fire Chief, Assistant Fire ChiefPOSITIONS SUPERVISED: None. BLS COMPARABLE: 43-6011, Executive Secretaries & Administrative AssistantsLEADERSHIP: Provides co-worker leadership to others through motivation, team building, and providing feedback.CONDITIONS OF EMPLOYMENTSubject to post offer, pre-employment drug screen. Subject to a pre-employment criminal background check. Keyboarding speed at 45 wpm.Advanced Excel & Word skills.English proficiency.POSITION PURPOSE: To provide clerical support and customer service to the Fire Chief and general public in matters involving the efficient operation of the City of Enid Fire Department.ESSENTIAL FUNCTIONS AND BASIC DUTIES Provide customer service by taking incoming phone calls and answering questions. Greet visitors and screen access to various facilities.Manage and maintain the Fire Chief’s and Assistant Fire Chief’s schedule and make travel arrangements.Assist the Training Division with record keeping, completing reports, and making travel arrangements.Assist with budget preparation and tracking budget accounts. Complete accounts payable forms and forward to finance. Reconcile credit cards for department.Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, and/or presentation software.Maintain files, including employee performance files, in order to track hours worked, leave time, payroll, assignments, commendation, reprimand, merits, and promotions. Balance leave time with official city payroll records.Read and analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution. Open, sort, and distribute incoming correspondence, including faxes and email. Prepare responses to correspondence containing routine inquiries. Assist dispatchers during large incidents (i.e. finding hydrant locations, answering business phones, contacting utility companies, calling business owners, etc.).Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work. Maintain confidentiality of records, including but not limited to private health information.Provide assistance to other departments as needed.Perform other duties as required.PERFORMANCE MEASUREMENTS The Fire Department runs smoothly and efficiently.Excellent customer service is provided to the public. Phones are answered and customers are appropriately assisted.Supply orders are placed in a timely and efficient manner. Fire staff has the materials they need to perform their jobs adequately.Records are organized, filed, and easily retrieved.Effective working relations exist with City personnel. New employees are well trained and assisted. Management is appropriately informed. Employee understands and adheres to applicable safety policies.The City’s professional reputation is maintained. QUALIFICATIONS EDUCATION/EXPERIENCE: One-year certificate from college or technical school; and one year related experience and/or training; or equivalent combination of education and experience. CERTIFICATES/LICENSES: Additional related training preferred. REQUIRED KNOWLEDGE: Clerical: Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology. Customer and Personal Service: Knowledge of principles and processes for providing customer and personal services. English Language: Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.Computer: Proficient personal computer skills including electronic mail, record-keeping, routine database activity to include development of spreadsheets, formulas, record tracking applications, word processing, graphics, etc.SKILLS/ABILITIES: Ability to maintain confidentiality.Prioritize and organize assignments.Handle multiple tasks simultaneously.Accurate and attentive to detail. Excellent communications and public relations abilities. Ability to assist and support others. Able to operate telephone, PC, copier, and other basic business machines. PHYSICAL & MENTAL ACTIVITIES AND REQUIREMENTS OF THIS POSITION FINGER DEXTERITY: Manual dexterity sufficient to reach/handle items, work with fingers, and perceive attributes of objects and materials.VISUAL ABILITIES: Normal vision, with or without corrective lenses.PHYSICAL STRENGTH: Exerts up to 10 lbs. of force occasionally. Light physical activity performing non-strenuous daily activities of an administrative nature. Extensive sitting. Frequent use of arms, hands, and fingers to reach, handle, touch, and feel. LANGUAGE/COMPREHENSION: 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 effectively present information to top management. REASONING ABILITY: Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables. MATHEMATICS ABILITY: Ability to add, subtract, multiply, and divide in all unites of measure, using whole numbers, common fractions, and decimals. Ability to compute rates, ratio, and percent and to draw and interpret bar graphs. WORK SCHEDULE/HOURS: Regular: 8-hour shift, typically 8:00 a.m. to 5:00 p.m., Monday - Friday.Other: Variable lunch period and breaks in coordination with other office personnel.WORK CONDITIONS: Well-lighted, heated and/or air-conditioned indoor office setting with adequate ventilation.NOISE LEVEL: Moderate noise (examples: business office with computers and printers, light traffic).OTHER WORK CONDITIONS: None. ADVANCEMENT CRITERIAINTERMEDIATE: 4-6 years clerical experience or work in related field.Proficient knowledge of Fire Department operating procedures.Training or certification from vocational coursework. Specialized training in governmental processes. Knowledge of safety as it pertains to the job. Valid CPR certification. ADVANCED: 7 years specialized experience. Advanced knowledge of Fire Dept. operating procedures.Associate's Degree or equivalent in related field.JOB DESCRIPTIONS Job descriptions assist organizations in ensuring that the hiring process is fairly administered and that qualified employees are selected. All descriptions have been reviewed to ensure that only essential functions and basic duties have been included. Peripheral tasks, only incidentally related to each position, have been excluded. Requirements, skills, and abilities included have been determined to be the minimal standards required to successfully perform the positions. In no instance, however, should the duties, responsibilities, and requirements delineated be interpreted as all inclusive. Additional functions and requirements may be assigned by supervisors as deemed appropriate. In accordance with the Americans with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate disabled individuals. However, no accommodations will be made which may pose serious health or safety risks to the employee or others or which impose undue hardships on the organization. I have reviewed this job description and I can perform the essential functions of this position, with or without, reasonable accommodations. I have also received or have been offered a copy of this job description. Printed Name__________________________ Date ___/____/____ Signature_______________________________
POSITION REPORTS TO: Fire Chief, Assistant Fire ChiefPOSITIONS SUPERVISED: None. BLS COMPARABLE: 43-6011, Executive Secretaries & Administrative AssistantsLEADERSHIP: Provides co-worker leadership to others through motivation, team building, and providing feedback.CONDITIONS OF EMPLOYMENTSubject to post offer, pre-employment drug screen. Subject to a pre-employment criminal background check. Keyboarding speed at 45 wpm.Advanced Excel & Word skills.English proficiency.POSITION PURPOSE: To provide clerical support and customer service to the Fire Chief and general public in matters involving the efficient operation of the City of Enid Fire Department.ESSENTIAL FUNCTIONS AND BASIC DUTIES Provide customer service by taking incoming phone calls and answering questions. Greet visitors and screen access to various facilities.Manage and maintain the Fire Chief’s and Assistant Fire Chief’s schedule and make travel arrangements.Assist the Training Division with record keeping, completing reports, and making travel arrangements.Assist with budget preparation and tracking budget accounts. Complete accounts payable forms and forward to finance. Reconcile credit cards for department.Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, and/or presentation software.Maintain files, including employee performance files, in order to track hours worked, leave time, payroll, assignments, commendation, reprimand, merits, and promotions. Balance leave time with official city payroll records.Read and analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution. Open, sort, and distribute incoming correspondence, including faxes and email. Prepare responses to correspondence containing routine inquiries. Assist dispatchers during large incidents (i.e. finding hydrant locations, answering business phones, contacting utility companies, calling business owners, etc.).Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work. Maintain confidentiality of records, including but not limited to private health information.Provide assistance to other departments as needed.Perform other duties as required.PERFORMANCE MEASUREMENTS The Fire Department runs smoothly and efficiently.Excellent customer service is provided to the public. Phones are answered and customers are appropriately assisted.Supply orders are placed in a timely and efficient manner. Fire staff has the materials they need to perform their jobs adequately.Records are organized, filed, and easily retrieved.Effective working relations exist with City personnel. New employees are well trained and assisted. Management is appropriately informed. Employee understands and adheres to applicable safety policies.The City’s professional reputation is maintained. QUALIFICATIONS EDUCATION/EXPERIENCE: One-year certificate from college or technical school; and one year related experience and/or training; or equivalent combination of education and experience. CERTIFICATES/LICENSES: Additional related training preferred. REQUIRED KNOWLEDGE: Clerical: Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology. Customer and Personal Service: Knowledge of principles and processes for providing customer and personal services. English Language: Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.Computer: Proficient personal computer skills including electronic mail, record-keeping, routine database activity to include development of spreadsheets, formulas, record tracking applications, word processing, graphics, etc.SKILLS/ABILITIES: Ability to maintain confidentiality.Prioritize and organize assignments.Handle multiple tasks simultaneously.Accurate and attentive to detail. Excellent communications and public relations abilities. Ability to assist and support others. Able to operate telephone, PC, copier, and other basic business machines. PHYSICAL & MENTAL ACTIVITIES AND REQUIREMENTS OF THIS POSITION FINGER DEXTERITY: Manual dexterity sufficient to reach/handle items, work with fingers, and perceive attributes of objects and materials.VISUAL ABILITIES: Normal vision, with or without corrective lenses.PHYSICAL STRENGTH: Exerts up to 10 lbs. of force occasionally. Light physical activity performing non-strenuous daily activities of an administrative nature. Extensive sitting. Frequent use of arms, hands, and fingers to reach, handle, touch, and feel. LANGUAGE/COMPREHENSION: 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 effectively present information to top management. REASONING ABILITY: Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables. MATHEMATICS ABILITY: Ability to add, subtract, multiply, and divide in all unites of measure, using whole numbers, common fractions, and decimals. Ability to compute rates, ratio, and percent and to draw and interpret bar graphs. WORK SCHEDULE/HOURS: Regular: 8-hour shift, typically 8:00 a.m. to 5:00 p.m., Monday - Friday.Other: Variable lunch period and breaks in coordination with other office personnel.WORK CONDITIONS: Well-lighted, heated and/or air-conditioned indoor office setting with adequate ventilation.NOISE LEVEL: Moderate noise (examples: business office with computers and printers, light traffic).OTHER WORK CONDITIONS: None. ADVANCEMENT CRITERIAINTERMEDIATE: 4-6 years clerical experience or work in related field.Proficient knowledge of Fire Department operating procedures.Training or certification from vocational coursework. Specialized training in governmental processes. Knowledge of safety as it pertains to the job. Valid CPR certification. ADVANCED: 7 years specialized experience. Advanced knowledge of Fire Dept. operating procedures.Associate's Degree or equivalent in related field.JOB DESCRIPTIONS Job descriptions assist organizations in ensuring that the hiring process is fairly administered and that qualified employees are selected. All descriptions have been reviewed to ensure that only essential functions and basic duties have been included. Peripheral tasks, only incidentally related to each position, have been excluded. Requirements, skills, and abilities included have been determined to be the minimal standards required to successfully perform the positions. In no instance, however, should the duties, responsibilities, and requirements delineated be interpreted as all inclusive. Additional functions and requirements may be assigned by supervisors as deemed appropriate. In accordance with the Americans with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate disabled individuals. However, no accommodations will be made which may pose serious health or safety risks to the employee or others or which impose undue hardships on the organization. I have reviewed this job description and I can perform the essential functions of this position, with or without, reasonable accommodations. I have also received or have been offered a copy of this job description. Printed Name__________________________ Date ___/____/____ Signature_______________________________
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