What are the responsibilities and job description for the Admin Asst/Office Mgr- Indian Land Fire position at Lancaster County Government?
JOB
Under general supervision, performs technical level support for the activities and functions of the department and administrative support to the volunteer fire departments in Lancaster County. Work involves maintaining records for volunteer fire departments which consists of incident reporting to the State Fire Marshal’s Office; coordinating firefighter physicals for each active member throughout the year and maintaining personnel files accordingly; verifying and posting details of the Fire Commission and Emergency Management budgets; entering requisitions in Fusion program, claims for payments, invoices for fire departmental purchases, and deposits for each budgets; reconciling accounts from Detailed Account inquiry provided by Finance Department; and receiving and compiling Fire Commission agendas and recording the meeting minutes each month, attends the Fire Commission meeting and other meetings as directed. Reports to the Deputy Director.
EXAMPLE OF DUTIES
ESSENTIAL JOB FUNCTIONS Coordinates the duties of the Administrative Assistant Data Entry Clerk after consultation with the Deputy Director and Director. Enters incident reports for 18 volunteer fire departments and fire rescue staff in software program; checks for errors on monthly incident reports; sends to State. Updates software program records regarding firefighter personnel and/or rank changes for 18 volunteer fire departments. Oversee the coordination of physicals for all firefighters (300) throughout the year. Compiles budget data from financial records; monitors budgets that includes expenditures for 19 fire departments that also include the City of Lancaster FD expenditures in the county budget. Processes transfers, claims for payment, requisitions, invoices, and deposits. Receives and routes incoming telephone calls. Greets and directs office visitors. Provides structure fire reports to citizens, insurance companies, or ARC, Building Official, and Tax Assessor’s Office upon request.Monitors and maintains office supply inventory for Fire Rescue and departments. Attends monthly Fire Commission meetings; receives and compiles meeting agenda, minutes and all documents; prepares and mails Fire Commission agenda and minutes to members; notifies media of Fire Commission meetings by insuring laws and regulations are met; sends copy of approved Fire Commission meeting minutes to County Council Clerk and posts the approved minutes of Lancaster County website. Notifies Lancaster County Water and Sewer concerning water usage of 18 fire department for both training events and fire incidents. Ensures paperwork relative to blasting permits issued by SCLLR are forwarded to fire departments. Compiles statistical reports as directed. Compiles and prepares Information Request packages. Processes firefighter membership applications with State Fire Marshal’s Office. Maintains contact information/roster for Chiefs, Assistant Chiefs, and Fire Commission. Maintains personnel files for 300 plus volunteer firefighters. Orders and distributes accountability tags, maintaining accurate service designations and rank for 300 plus volunteer firefighters. Processes all Equipment and Matching Funds orders for 19 fire departments in SmartFusion. Coordinates verification of received goods and services in SmartFusion for payment of invoices. Maintains and tracks the Matching Funds spreadsheet for all fire departments. Receives payments and processes the deposits for those purchases. Process P-card purchases as needed for Fire Rescue and reconcile end of month reports online through P-card program. Files budget information for both Fire Rescue and Emergency Management. Composes routine correspondence following general instructions. Oversee the donation letter process for volunteer fire departments. Notifies department chiefs and training officers upon completion of application process. Maintains supply of membership applications packets for distribution. Receives and/or reviews various records and reports including incident reports, information requests, background information, physical results, and invoices. Prepares and/or processes various records and reports including incident reporting by month, Fire Commission minutes, No Response by department, physical update by department, and requisitions / claims for payment. Refers to incident reports, CAD Viewer, detail account inquiry, Chiefs / Assistant Chiefs telephone list, codes / laws / regulations, publications and reference texts, etc. Operates a variety of office equipment and machinery such as copy machine, facsimile machine, scanner, calculator, cell phone, computer, etc. Uses a variety of tools such as label maker, radio, etc.; a variety of supplies such as general office supplies, etc and a variety of computer software such as FireHouse, Microsoft Excel, Microsoft Word, Microsoft Outlook, Microsoft Publisher, etc. Interacts and communicates with various groups and individuals such as Director, Deputy Director, fire department personnel, Fire Rescue / Emergency Management staff, Finance Department, delivery carriers, and the general public. ADDITIONAL JOB FUNCTIONS Maintains copy machine. Performs accountability of county P-Card expenditures by staff members and standing purchase orders to ensure compliance with county purchasing procedures and proper budgeting. Orders meals for Fire Commission meetings. Assists cleaning personnel with ordering supplies needed. Maintains schedule of Emergency Operations Center. Performs general administrative/office duties as required, including typing reports and correspondence, entering and retrieving computer data, copying and filing documents, sending and receiving faxes, answering the telephone, establishing and maintaining filing systems, etc. Performs other related work as required.
SUPPLEMENTAL INFORMATION
EQUAL OPPORTUNITY EMPLOYER
Under general supervision, performs technical level support for the activities and functions of the department and administrative support to the volunteer fire departments in Lancaster County. Work involves maintaining records for volunteer fire departments which consists of incident reporting to the State Fire Marshal’s Office; coordinating firefighter physicals for each active member throughout the year and maintaining personnel files accordingly; verifying and posting details of the Fire Commission and Emergency Management budgets; entering requisitions in Fusion program, claims for payments, invoices for fire departmental purchases, and deposits for each budgets; reconciling accounts from Detailed Account inquiry provided by Finance Department; and receiving and compiling Fire Commission agendas and recording the meeting minutes each month, attends the Fire Commission meeting and other meetings as directed. Reports to the Deputy Director.
EXAMPLE OF DUTIES
ESSENTIAL JOB FUNCTIONS Coordinates the duties of the Administrative Assistant Data Entry Clerk after consultation with the Deputy Director and Director. Enters incident reports for 18 volunteer fire departments and fire rescue staff in software program; checks for errors on monthly incident reports; sends to State. Updates software program records regarding firefighter personnel and/or rank changes for 18 volunteer fire departments. Oversee the coordination of physicals for all firefighters (300) throughout the year. Compiles budget data from financial records; monitors budgets that includes expenditures for 19 fire departments that also include the City of Lancaster FD expenditures in the county budget. Processes transfers, claims for payment, requisitions, invoices, and deposits. Receives and routes incoming telephone calls. Greets and directs office visitors. Provides structure fire reports to citizens, insurance companies, or ARC, Building Official, and Tax Assessor’s Office upon request.Monitors and maintains office supply inventory for Fire Rescue and departments. Attends monthly Fire Commission meetings; receives and compiles meeting agenda, minutes and all documents; prepares and mails Fire Commission agenda and minutes to members; notifies media of Fire Commission meetings by insuring laws and regulations are met; sends copy of approved Fire Commission meeting minutes to County Council Clerk and posts the approved minutes of Lancaster County website. Notifies Lancaster County Water and Sewer concerning water usage of 18 fire department for both training events and fire incidents. Ensures paperwork relative to blasting permits issued by SCLLR are forwarded to fire departments. Compiles statistical reports as directed. Compiles and prepares Information Request packages. Processes firefighter membership applications with State Fire Marshal’s Office. Maintains contact information/roster for Chiefs, Assistant Chiefs, and Fire Commission. Maintains personnel files for 300 plus volunteer firefighters. Orders and distributes accountability tags, maintaining accurate service designations and rank for 300 plus volunteer firefighters. Processes all Equipment and Matching Funds orders for 19 fire departments in SmartFusion. Coordinates verification of received goods and services in SmartFusion for payment of invoices. Maintains and tracks the Matching Funds spreadsheet for all fire departments. Receives payments and processes the deposits for those purchases. Process P-card purchases as needed for Fire Rescue and reconcile end of month reports online through P-card program. Files budget information for both Fire Rescue and Emergency Management. Composes routine correspondence following general instructions. Oversee the donation letter process for volunteer fire departments. Notifies department chiefs and training officers upon completion of application process. Maintains supply of membership applications packets for distribution. Receives and/or reviews various records and reports including incident reports, information requests, background information, physical results, and invoices. Prepares and/or processes various records and reports including incident reporting by month, Fire Commission minutes, No Response by department, physical update by department, and requisitions / claims for payment. Refers to incident reports, CAD Viewer, detail account inquiry, Chiefs / Assistant Chiefs telephone list, codes / laws / regulations, publications and reference texts, etc. Operates a variety of office equipment and machinery such as copy machine, facsimile machine, scanner, calculator, cell phone, computer, etc. Uses a variety of tools such as label maker, radio, etc.; a variety of supplies such as general office supplies, etc and a variety of computer software such as FireHouse, Microsoft Excel, Microsoft Word, Microsoft Outlook, Microsoft Publisher, etc. Interacts and communicates with various groups and individuals such as Director, Deputy Director, fire department personnel, Fire Rescue / Emergency Management staff, Finance Department, delivery carriers, and the general public. ADDITIONAL JOB FUNCTIONS Maintains copy machine. Performs accountability of county P-Card expenditures by staff members and standing purchase orders to ensure compliance with county purchasing procedures and proper budgeting. Orders meals for Fire Commission meetings. Assists cleaning personnel with ordering supplies needed. Maintains schedule of Emergency Operations Center. Performs general administrative/office duties as required, including typing reports and correspondence, entering and retrieving computer data, copying and filing documents, sending and receiving faxes, answering the telephone, establishing and maintaining filing systems, etc. Performs other related work as required.
SUPPLEMENTAL INFORMATION
EQUAL OPPORTUNITY EMPLOYER
