Administrative Assistant to Fire Chief

Job Description

SUMMARY

This is complex and advanced work planning and administering programs and activities; and working with the Executive Fire Rescue Team in developing and implementing financial and operational strategies, policies, and procedures for the Gainesville Fire Rescue (GFR) Department.

The single position allocated to this classification reports to the Fire Chief, and performs work under general supervision. The work of this classification is distinguished from other classifications by its responsibility for analytics of fire rescue incidents, as well as, coordination and supervision of administrative support functions.

EXAMPLES OF WORK

• This section of the job description is not intended to be a comprehensive list of duties and responsibilities of the position. The omission of a specific job function does not absolve an employee from being required to perform additional tasks incidental to or inherent in the job. Performance of lower level duties may be required.

ESSENTIAL JOB FUNCTIONS

Plans, organizes, manages, and directs the functions performed by the administrative support services staff.

Develops, implements, and manages the daily and long-term operations of administrative support services pertaining to the budgeting, finance, grants, purchasing, communications, personnel and payroll functions for the entire department.

Conducts studies, provides in-depth analyses and prepares reports on departmental operations including data cleansing, network modeling, incident and response mapping, Fire Services Assistance Agreement monthly reports, demand analysis, and other services to aide in strategic planning, performance measurement and accreditation.

Coordinates submission of agenda items to the City Commission for the GFR Department.

Develops, implements and administers financial and operational policies and procedures.

Works directly with command staff in completing assignments for the Fire Chief.

Coordinates project management and tracking systems for Fire Assessment and Fire Sprinkler Credit administration.

Maintains strategic plan and standards of cover in conjunction with the Executive Fire RescueTeam.

Coordinates and administers all activities related to the development and implementation of the annual departmental budget and monitors the revenues and expenses for the Department and the City’s Fire Assessment program.

Oversees activities performed by the Department’s Accounting Clerk; analyzes and prepares financial forecasting reports; develops departmental purchasing and other fiscal related controls; monitors expenditures and procurement for adherence to internal financial processes.

Oversees activities performed by the Department’s front desk receptionist to deliver excellent customer service to the public regarding services provided by GFR; develops, implements, and monitors departmental related customer service policies and procedures.

Supervises, plans and coordinates work of subordinates.

Performs timely, fair and non-discriminatory evaluation of performance of employees under his / her supervision.

Recommends selection, promotion, discipline / discharge, and other appropriate personnel actions for administrative staff.

Serves as the financial liaison for the department during officially declared City emergencies; establishes a system for accurately tracking expenditures for declared emergencies, including completion of required paperwork.

Develops and formulates planning strategies to efficiently and effectively provide for administrative support services to all departmental operations.

Assists the department with developing, maintaining, and updating a continuity of operations plan for emergency management.

Maintains and provides information to departmental personnel regarding City. Coordinates the flow of vital information internally and externally with other agencies, businesses and general public.

Coordinates the record keeping, filing system, and destruction of records.

Represents the Office of the Fire Chief routinely for all administrative matters.

Attends work on a continuous and regular basis.

NON-ESSENTIAL JOB FUNCTIONS

Performs administrative projects and corresponding analysis.

Performs other related duties as assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential job function satisfactorily. Below are the required education, experience, knowledge, skills and abilities to perform the essential functions.

EDUCATION AND EXPERIENCE

Associate degree from an accredited college or university that includes course work in public safety, business administration or related subject, and five (5) years of responsible administrative experience; OR

Bachelor degree from an accredited college or university that includes course work in public safety, business administration or related subject, and three (3) years of responsible administrative experience.

Preference for work experience with a Fire Rescue / Public Safety Office.

CERTIFICATIONS OR LICENSES

Licenses

Valid driver license required upon start date. Valid Florida driver license required within 30 days of start date and at all times while employed in position.

Certifications

Certified in National Incident Management Systems (NIMS) is required within one (1) year of start date in ICS-100 : Introduction to the Incident Command System; ICS-200 : ICS for Single Resources and Initial Action Incidents; ICS-700 : An Introduction to National Incident Management System. Desirable to also have certifications in ICS-300 : Intermediate ICS for Expanding Incidents and ICS-400 : Advanced ICS for Command and General Staff.

KNOWLEDGE, SKILLS AND ABILITIES

Considerable knowledge of public safety, fire rescue, and other emergency incident command systems.

Considerable knowledge of public administration practices.

Considerable knowledge of local government functions, policies and procedures.

Knowledge of basic statistical and research methods.

Proficient in the use of personal computers and relevant software applications typically used in a fire rescue department, to include Microsoft Excel, Word, PowerPoint, Access, GIS, graphic design and other presentation / statistical software applications.

Ability to analyze and evaluate departmental programs, procedures, and policies to ensure services are delivered efficiently and effectively.

Ability to analyze and prepare financial forecasting and statistical reports.

Ability to plan work activities and administer department programs.

Ability to plan, direct, and supervise work of others.

Strong interpersonal skills as demonstrated by the ability to interact collaboratively and productively and to establish and maintain effective working relationships with individuals of diverse backgrounds including elected and appointed government officials, Charter Officers, City employees, representatives of other agencies, and the general public.

PHYSICAL AND ENVIRONMENTAL REQUIREMENTS

To perform this job successfully, an individual must possess certain physical abilities and be able to withstand work related environmental conditions.

PHYSICAL REQUIREMENTS

While performing the duties of this job, the employee is often required to sit for prolonged periods of time.

WORK ENVIRONMENT

May be required to work and attend meetings outside regular business hours.

Requires local travel to other general government or GFR locations within the Gainesville area.

Note :

May Require Assessment(s).

May fill multiple positions.

May establish an eligibility list.

Come join our team! The City of Gainesville offers a competitive benefits package and opportunities to grow both professionally and personally.

All ‘regular’ employees are eligible for traditional benefits such as health insurance, life insurance, paid leave, 11 paid a holidays a year, a pension plan and a deferred compensation plan, but we also o ff er great things like on-site fi tness centers, tuition reimbursement, on-site medical sta ff and a wellness program to keep you healthy and happy. Please note; benefits are not available for temporary employees.

Equal Opportunity

The City of Gainesville is an equal opportunity / affirmative action employer and does not discriminate in hiring. Minorities, women and individuals with disabilities are encouraged to apply. Individuals with a disability, who require special accommodations during the selection process, should notify the Human Resources Department at 352-334-5077 or TDD / TTY at 352-334-2292.

Veterans' Preference

Veterans are encouraged to apply. Veterans’ Preference ensures that veterans and eligible persons are given consideration at each step of the selection process. However, preference does not guarantee that a veteran or other eligible person will be the candidate selected to fill the position. Section 295.07, Florida Statutes (F.S.) specifies who is eligible for Veterans’ Preference. State of Florida residency is not required for Veterans’ Preference.

If you are unable to apply online due to a disability, contact recruiting at or by calling 352-334-5077.