What are the responsibilities and job description for the Administrative Assistant position at City Of Gary?
Administrative Assistant
Department: Fire Reports to: Fire Chief
Status: Full-Time Salary: $42,000
Job Description:
We are seeking a dedicated and organized Administrative Assistant to join our Fire Department team. The ideal candidate will provide comprehensive administrative support to the Fire Chief, Deputy Chief, and Chief of Operations, ensuring smooth and efficient operations within the department.
Responsibilities
Answer and screen telephone calls and assist customers with Fire Department requests. Receive, sign for, process, and distribute all incoming checks, packages, and subpoenas. Handle inter-department and outgoing documents. Assist the Fire Chief, Deputy Chief, and Chief of Operations with daily administrative duties. Schedule meetings via calendar and send out invites to the appropriate individuals for the Fire Chief or Chief's staff. Communicate with the Division Chief regarding daily logs and reports. Assist with timekeeping documents. Process and monitor Off Duty/On Duty Sick Leave. Prepare overtime spreadsheets. Assist with EMS Billing. Assist with MVA billing. Assist with purchasing. Help with payroll as needed. Create and distribute memorandums or letters to employees and department heads. Process documents and various reports to proper department heads. Create and update spreadsheets for special events and open-air permits. Assist citizens and the Special Events Coordinator with requests for engines/trucks/safe house, school visitations, and station tours. Prepare documents for retired and resigned employees, etc. Send out and mail certified letters to employees and outside entities. Document and forward issues or complaints within the City of Gary to the correct departments (QSEND 311). Cross-train with Business Manager and Assistant Business Manager's duties. Prepare documents and correspondence for government entities, law firms, and citizens of Gary. Schedule inspections and Smoke Detector installs.
Qualifications, Abilities, and Skills Required:
B.S. in Accounting, Finance, or related Business field (Preferred). High school diploma or G.E.D. Proven ability to write correspondence, create spreadsheets, and analyze data. Excellent customer service skills. The ability to handle confidential documents and information is required. Ability to handle confidential documents and information.
Salary : $42,000
