Executive Assistant
Executive Assistant
Employer Active
Job Alert
You will be updated with latest job alerts via email
Share
Job Alert
You will be updated with latest job alerts via email
Not Disclosed
Salary Not Disclosed
1 Vacancy
Job Description
Position: Executive Secretary
Department: Fire Department
Employment Status: Permanent Full Time NonExempt
Schedule: Monday Friday 8:00am to 4:00pm
Compensation: Grade 6: Step 1 $20.37 starting rate
Position Summary:
Works under the direction of the Fire Chief or other Fire Department Officers. Responsible for the supervision and management of the financial and administrative functions within the Department. This position is responsible for all financial transactions within the assigned areas of responsibility including but not limited to payroll accounting budgeting payment processing purchasing and contracting as well administrative and human resources functions.
KNOWLEDGE:
- Principles and practices of public administration and governmental finance budgeting and accounting personnel administration and procurement methods.
- Federal State and local funding programs and principles and processes related to purchasing grant administration and auditing.
- Finance and accounting process procedures and techniques used in budget preparation and control.
- Financial management and human resources/payroll systems.
- Principles of supervision and program management.
- Ability to establish and maintain a process of financial management which meets acceptable professional standards.
- Maintain confidential information.
- Interpret and apply departmental and City financial and personnel policies and procedures.
- Analyze data and prepare accurate informative reports (e.g. overtime analysis reports revenues and expenditures).
- Promote and maintain the highest integrity throughout all personnel.
- Works independently determine work priorities and handle multiple tasks simultaneously.
- Establish and maintain records both manually and by computer and prepare accurate reports.
- Establish and maintain effective working relationships with supervisors associates outside agencies and the general public.
- Communicate effectively both orally and in writing.
SKILLS/ABILITIES:
- Three or more years of progressive experience in budgeting finance procurement or a related field.
- Minimum typing proficiency of 70 WPM with 95 accuracy.
- Advanced skill level using Microsoft Word Excel Outlook Power Point and Adobe Pro.
- Superior clientservice and interpersonal skills.
- Proven ability to maintain highest degree of diplomacy and confidentiality.
- Proven ability to exercise initiative judgement and knowledge in the performance of complex sensitive and sometimes difficult duties.
- Proven logical decisionmaking prioritysetting organization and detailoriented skills.
ESSENTIAL DUTIES:
- Supports the Fire Chief in the preparation of the annual budget.
- Monitors and oversees expenditures and revenues to ensure compliance with established budgets (e.g. operating capital grants).
- Oversees the of operating capital and grant budgets in accordance with goals priorities and established financial policies and procedures.
- Coordinates monitors and evaluates accounting and financial controls to ensure adherence to policies and procedures related to financial operations.
- Supervises all human resources and payroll functions for the Fire Department including staffing scheduling personnel management and payroll. Collaborates with the Department of Human Resources and Civil Service Commission to address departmental staffing needs and human resources issues.
- Coordinates and assists the Fire Chief with grant management functions (e.g. proposals administration accounting reporting) with grant program managers and the OMB Grants Office.
- Performs work related to procurement of supplies equipment and services. Reviews and processes invoices in accordance with established policies and procedures.
- Coordinates departmental management of inventory and assets.
- Prepares departmental Fire Incident Reports to the NFIRS National Online Database.
- Responsible for the development implementation and monitoring of online ordering systems of clothing allotments.
- Acts as Notary of the Public for the City of Morgantown.
WORKING CONDITIONS/PHYSICAL REQUIREMEMTS: While performing the duties of this job the employee will be constantly hearing conversations seeingnear and speaking clearly frequently finger movementfine dexterity and coordination. The employee is required to sit at often long intervals. Lifting frequently 030 pounds.
EXTERNAL CONTACTS WITH PUBLIC AND OFFICIALS: This position frequently communicates with Department of Human Resources and Civil Service Commission as well as serving on the Fire Code Board of Appeals as Secretary.
EQUIPMENT USED: General office equipment is frequently used including but not limited to computers laptops telephone and cell phone printers scanners copiers and cameras.
The City of Morgantown is an Equal Opportunity Employer. All applicants will be considered for employment without attention to race color religion sexual orientation gender identity national origin veteran or disability status.
MINIMUM QUALIFICATIONS: The applicant must clearly show 3 three years of full time progressive experience in budgeting finance procurement or a related field.
EDUCATION: A bachelors or associate degree in accounting Finance Business Administration or related field. Must have 3 three years of progressive responsibility in financial management or government related financial experience.
LICENSURE/CERTIFICATIONS: Current Valid Class E West Virginia Motor Vehicle Operators License.
PREFERRED QUALIFICATIONS: Two 2 years of government related financial experience. Customer Service experience. Intermediate user of Microsoft Excel Word and Outlook.
Employment Type
Full Time
