Administrative Assistant - Fire Rescue

MINIMUM TRAINING & EXPERIENCE

Graduation from an accredited college with a two-year degree in business administration, Public Administration, or closely related field plus two (2) years of experience in administrative work, preferably governmental administration; or a High School Diploma, GED or equivalent plus six (6) years of experience as defined above. Must be proficient in the use of Microsoft Office Suite. Familiarity with payroll functions, travel coordination, accounting, project management and contract management preferred. Must possess a valid Florida’s Driver’s License and have and maintain an acceptable driving record.

EMERGENCY DECLARATION STATUS

GENERAL STATEMENT OF JOB

Under minimal supervision, performs highly responsible administrative and advanced clerical work providing assistance to the Fire Rescue Chief. Work may involve payroll, training and travel, contracts/memorandums of understanding management, file management, project management, general administration, public relations and employee supervision. The position requires a high degree of confidentiality. The employee works with considerable independence within the scope of established laws, rules, regulations and procedures. Work requires the exercise of mature judgement and the application of a thorough knowledge of the department organization, programs, and goals. Work involves the use of computer applications such as Microsoft Word, Excel, and Power Point. Some independent judgment and initiative are required in performing assigned duties. Must exercise considerable tact and courtesy in frequent contact with the general public, elected officials, agency staff, City departments and others. Reports to the Fire Rescue Chief.

SPECIFIC DUTIES & RESPONSIBLITIES

ESSENTIAL JOB FUNCTIONS

Essential functions are based on city-wide duties and responsibilities. May perform all of some of the essential functions, depending upon work assignment and Department.

Serves as the backup for the Operations Manager to provide direction assistance to the Fire Rescue Chief for all clerical and operationally administrative functions.

Develops and implements file management systems.

Assist in the preparation and management of employee records, interlocal agreements and other documents, as required.

Responds to inquiries from the public, other agencies, City staff and others.

Performs public relations functions with the public, other department heads, officials, personnel, and other outside government entities.

Assists citizens with complaints that are received telephonically, in person, or through the City Manager’s Office. Will direct to appropriate person or will resolve the complaint.

Assists with public records requests.

Assists with billing and collections.

Maintains effective workflow for subordinate staff and provides opportunities for cross-training. Responsible for quality control and quality assurance relative to administrative and clerical functions.

Maintains supplies and equipment inventory in a cost-effective manner.

Manages the Fire Rescue Chief’s schedule. Sets up and coordinates meetings, conferences and appointments for the Fire Rescue Chief ‘s Command Staff with other city departments and/or outside agencies.

Supervises the flow of communications for the Fire Rescue Chief.

Researches and coordinates the booking of training and travel for staff in compliance with City polices and regulations.

Assist as backup for payroll review for department employees. Reviews payroll system for accuracy and completeness as needed. Verifies overtime, vacation, sick leave, work comp., shift trades, FMLA leave and return to duty.

Works with the Finance and Human Resources departments to handle payroll issues.

Utilizes the payroll system for all timesheet entry and processing.

Uses computer applications extensively such as Microsoft Word, Excel and Power Point. Develops spreadsheets, data bases, etc. to streamline work efforts. Composes correspondence independently and maintains records and files.

Researches or assists in researching technical or administrative topics and prepares reports.

Requires familiarity with City operations and functions.

Maintains and updates MOUs with outside agencies and other entities.

ADDITIONAL JOB FUNCTIONS

Performs other related work as required.

This job description is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills or working conditions associated with the position. While it is intended to accurately reflect the position activities and requirements, Management reserves the right to modify, add or remove duties and assign other duties as necessary that are a logical assignment to the position.

This position is General Non-Exempt and is covered under Personnel Policies and the Administrative Code.

Health Insurance: Health care plan options include HDHP, OAPIN and OAP through Cigna.

Dental Insurance: Dental coverage is offered in three plans that include DHMO & PPO High/Low plans.

Vision Insurance: Vision coverage includes an annual eye exam, frames and lenses or contact lenses in lieu of eyeglasses.

Life Insurance: The City of Palm Bay provides each employee with life insurance in the amount of one time their annual base salary at no cost. Additional coverage is available at the employee's cost up to the Guaranteed Issue amount of $250,000.

Dependent/Spouse Life Insurance: The City of Palm Bay provides each employee with dependent/spouse life insurance in the amount of $5,000 per dependent at no cost. Additional coverage is available at the employee's cost.

Short Term Disability: Coverage pays 66 2/3% of employee's annual base salary during a short-term disability period not to exceed 26 weeks.

Long Term Disability: Coverage pays 66 2/3% of employee's salary at time of disability after a 180 consecutive day waiting period.

Defined Contribution Retirement Plan: City contributes a base of 3%. Employees may contribute up to 6% and the City will match the employees contribution.

Holidays: 10 holidays and 1 birthday holiday.

Paid Leave: Accrue 96 hours of vacation and sick leave per year. Accrued vacation hours increase after 10 years of service.