Administrative Assistant

The hiring range for this position is $42,281.73 to $49,952.05 depending on qualifications.

Under the direction of the Fire Chief, provide a wide array of administrative functions, as well as routine clerical work; assist the Fire Staff with administrative, clerical, and budgetary duties having department-wide impact with some flexibility given to exercise independent judgment to ensure positive project outcomes; prepare written communications for Fire Department personnel; prepare and maintain department financial records; act as a contact point for employees, citizens and others; perform research, maintain department file systems, coordinate travel and training arrangements; prepare and process purchase orders and related documents.

Answer and route multi-line telephone while coordinating office functions and activities; prioritize and organize to meet project deadlines and to ensure the efficient flow of office information and operations; interact with City departments and outside organizations to coordinate assigned department operations. Receive, screen, and distribute department mail.  

Compose and/or type letters, memos, SOPs, and other correspondence; prepare the department’s monthly activity calendar. 

Research and compile various reports and materials related to department operations and activities. Create reports from department records management systems relating to payroll time, incident response, training and patient care records.

Maintain, update, and enter various data into electronic format using proprietary fire and EMS software programs, City accounting software, and Microsoft Office products, PowerPoint, Publisher, Excel,  and Word.  

Assist in preparing, maintaining, and organizing department financial records and files pertaining to department expenditures, budget balances, payroll, and inventory; compare periodic City financial reports with department records to ensure the accuracy of accounts and payment of bills; prepare and maintain status reports, records, charts and graphs as required.  Support the city grant manager by providing data and monitoring department grants for compliance and completion. 

Prepare and maintain records regarding department personnel, including time off, status changes, and hours worked; prepare timecards and perform computer entry of personnel department data; process personnel status changes and related forms; update and maintain memberships, subscriptions, and certifications; track performance evaluations for regular and probationary personnel using the city’s personnel management software.  Maintain department file information.  

Assist with department purchases by preparing purchase requisitions, obtaining appropriate purchase orders, and maintaining a follow-up system; assure proper payment of invoices; maintain related files and a general listing of department assets. 

Create, distribute, and receive on invoices for billable services provided by the fire department to other agencies or service providers through contracted services.

Assist fire department members for mobile work platforms and other applications used by the members. Provide support for specialized software and hardware such as CrewScheduler, GoCodes, Check-It, Target Solutions, BioConnect, AlertSense, Active 911, ImageTrend, Spillman, Craddlepoint, MSA SCBA RMS, and Zoll Cardiac Monitors
Assist in budget projections, preparation, maintenance, and control; determine the need for and coordinate the purchase of general office supplies; coordinate the purchase of equipment and other materials; communicate and follow-up on facility, computer, and equipment maintenance, acquisition, and repair needs; account for receipt of merchandise according to established procedures, and follow up on delays, errors, and other details as necessary. 
Maintain appointment and travel calendars and arrangements for department personnel and complete travel expense reports. 

Provide staff support,clerical, and administrative assistance to various department committees by preparing meeting agendas and taking, preparing, and distributing meeting minutes.  Examples of committees are the Department Safety Committee, City Emergency Medical Services Advisory Board, North Central Emergency Response Team, Juvenile Fire-Setter Counseling Program, and the Department Reserve Program.  

Maintain, sort, organize, and file department information.  

Send vehicle and employee accident and hazardous exposure reports to the city’s Risk Manager.  
Enter contract information into the City’s contract RMS and provide routine reports to management based on contract information.

Serve as the records retention coordinator for the fire department, monitoring record retention schedules, preparing records for destruction on prescribed timelines, and using prescribed procedures. 

Research and prepare information on a variety of topics for dissemination to the public through the media, conference presentations, community meetings, department correspondence, and city literature; coordinate efforts and information with other city departments, government agencies, and businesses. 

Prepare and maintain records and reports of department projects, travel, training, meetings, and classes.  
Using industry-specific software, oversee the department’s assets, including calibrations and maintenance schedules for critical equipment, tracking department assets, and processing surplus equipment following the City’s procedure.

Operate business and office machines, including a computer, fax, printer, audio-visual equipment, copier, calculator, and base radio. 

Update and maintain the department website.  

Perform other duties as assigned.

High school diploma or equivalent required plus a minimum of 4 years of office/clerical support experience, or any combination of experience and/or training, which provides the knowledge, skill, and abilities to perform the work required.  Must possess a valid driver’s license with an acceptable driving record.

Knowledge:
Organization, functions and activities of the department
HIPAA rules governing patient confidentiality
Financial and statistical record-keeping techniques
Processing requirements and procedures for public documents
Basic budget preparation and control techniques
Operation of a computer and data entry techniques
Modern office practices, procedures and equipment
Microsoft Office products including Excel, Word, Publisher and PowerPoint
Correct English usage, grammar, spelling, punctuation and vocabulary
Interpersonal skills
Applicable laws, codes, regulations, policies and procedures
City organization, operations, policies and objectives
Department policies, procedures, objectives and operations
Preparation and presentation of various topical reports
Basic mathematical skills 
Collective Labor Agreement
Oral and written communication skills

Abilities:
Plan and perform administrative office duties
Produce documents with clearly organized thoughts using proper sentence construction, English usage, vocabulary, punctuation, spelling, and grammar
Organize and establish priorities and complete multiple competing, time-dependent projects with attention to detail
Evaluate and analyze data to develop and present recommendations and alternatives
Operate a computer to enter data, maintain records, and generate reports
Present ideas and concepts clearly and concisely
Work with citizens and co-workers in a professional, empathetic, and positive manner 
Ability to work effectively with frequent interruptions while managing multiple tasks and projects 
Interpret, apply, and explain applicable codes, rules, regulations, policies, and procedures
Work confidentially and with discretion
Establish and maintain cooperative and effective working relationships with others
Meet schedules and timelines
Work independently with little direction
Maintain financial accounting and personnel records and files
Monitor and control assigned budgets
Regularly plan, set up, and attend meetings, functions, and events; sometimes after hours
Handle sensitive and delicate public relations situations with a high degree of confidentiality in a courteous, professional, and timely manner


The office setting environment includes possible frequent interruptions, noises, and talking. With or without reasonable accommodation, the employee must possess sufficient clarity of speech and hearing, which permits the employee to communicate effectively in writing, on the telephone, or in person; sufficient vision, which permits the employee to review a wide variety of written and electronic materials and information; sufficient manual dexterity which permits the employee to handle a variety of records and files and to operate a computer and other office equipment; sufficient personal mobility which permits the employee to access office files and to visit and distribute materials to other City offices or government agencies. The employee is occasionally required to stand, walk, stoop, kneel, crouch, and reach overhead above the shoulders or horizontally to file materials. The employee is required to sit for long periods of time. The employee is occasionally required to lift, carry, push, or pull moderately heavy objects up to 25 lbs.

Salary : $42,282 - $61,495