Administrative Associate II (PT) - Fire

Provides administrative and clerical support to the programs and operations of the Fire Department; and provides responsive, courteous, and efficient customer service to support departmental operations.

This is a part-time, three days per week position; a Tuesday, Thursday, Friday schedule is preferred.The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. To perform this job successfully, an individual must be able to perform each duty satisfactorily. Other duties may be required and assigned.

1. Provides clerical support to assigned divisions of the department (Administration or Community Risk Reduction) and other divisions as needed (including Emergency Medical Services and Training).
2. Enters information, updates, and maintains databases, files, forms and records.
3. Prepares invoices, tracks, and documents payments.
4. Prepares reports, letters, memos and other correspondence.
5. Maintains departmental electronic and paper records and files.
6. Processes recreational burn permits; researches to ensure property is able to support recreational burning.  Explains burning guidelines to the public, answers questions, accepts and processes payment.
7. Utilizes current databases to provide documents for subpoena and FOIA requests.
8.  Addresses public and internal inquires in person, by telephone and email.
9. Enters and/or assists with electronic entry of department personnel pay sheets; and maintenance of work/time off/training schedules.
10. Sorts and routes department mail.
11. Other duties as assigned.

Community Risk Reduction:

• Processes payments for fire inspections, burning violations, citations, CPR classes and requests for records.
• Prepares, logs and maintains records of citations, notices, and parking tickets.
• Schedules appointments for child safety seat installations.

Fire Administration:

• Processes disciplinary documents and updates department policies and guidelines as directed.
• Supports EMS billing operations; ensures completeness of records and reports; contacts other parties for additional information or correction.
• Inventories, orders and stocks office supplies. 
• Maintains petty cash account; distributes payments, reconciles account, prepares voucher for reimbursement.
• Codes bills for department supplies and services; reconciles bank expenses reports for personnel with department issued charge cards under the direction of the Administrative Coordinator.

MINIMUM REQUIRED QUALIFICATIONS

• Associate degree in an administrative assistant or office management related program AND three (3) years of experience in a progressively responsible administrative support position OR an equivalent combination of education and experience deemed appropriate to perform the functions of the position. 

OTHER REQUIREMENTS

• Intermediate proficiency with office computers and related business applications.

PREFERRED QUALIFICATIONS

• Knowledge of the Health Insurance Portability and Accountability Act of 1996 (HIPAA) compliance laws and guidelines. 
• Knowledge of medical database software programs to retrieve data as requested.

PHYSICAL AND WORK ENVIRONMENT

The physical and work environment characteristics described in this description are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions or as otherwise required by law.  Requests for reasonable accommodation should be submitted to the Human Resources Department.  

• Work is generally performed in a moderately noisy office setting; driving a vehicle in City traffic in various weather conditions is also required.
• This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, frequently requires standing, and occasionally requires walking, stooping, kneeling, crouching or crawling and reaching with hands and arms.

Examination Information:
 
Performance Test:  To evaluate skill with Word and Excel (70% passing).
 
Oral Evaluation of Qualifications:  To evaluate technical knowledge, decision-making/problem solving skills, employment history, communication skills, and other factors related to successful performance in this position.

Note:  The above examination information may be modified for this or future postings.   

APPLICATION PROCESS

Please complete an on-line application, located on the City's website at http://www.rochesterhills.org by posting deadline, Friday, April 18, 2025. 

We value diversity, equity and inclusion as a foundation for innovation and seek candidates who represent a variety of backgrounds and perspectives.

Note Regarding Starting Wage:  Each position at the City of Rochester Hills has an assigned Pay Grade consisting of 6 steps.  New employees generally start at Step 1 to allow for growth and wage progression, aligned with the City’s annual review process. The City will evaluate the applicant’s skills and experience to determine whether a higher Step placement is appropriate.

Salary : $28 - $32