Administrative Assistant - Fire Rescue

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. 

 Code 2: Non-essential employees will not be required to work during a declared emergency but may be required to work during an undeclared emergency or in the aftermath of an event associated with a declared emergency.  On an incident-by-incident basis, the employee’s Department Head will make the determination when the employee will be required to work.

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.  

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.

Salary : $45,129