Administrative Assistant (Fire Department)

GENERAL PURPOSE: Provides skilled secretarial support to assigned management personnel; coordinates administrative operations for area of assignment; prepares and processes various types of correspondence reports and other documentation; maintains departmental records and files; conducts a variety of general accounting tasks; and performs other related duties as assigned.

PRIMARY DUTIES AND RESPONSIBILITIES:

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional position-specific duties.

• Coordinates departmental clerical operations for area of assignment.
• Provides skilled administrative support to a manager and/or other departmental personnel.
• Answers screens and directs incoming calls; documents and distributes phone messages.
• Greets and directs visitors to appropriate City departments and/or personnel.
• Provides information and assistance to the public; responds to inquiries regarding departmental operations policies programs events and/or services; receives public complaints.
• Coordinates meetings appointments and/or other functions.
• Coordinates public events for the department.
• Prepares processes copies files and distributes correspondence memorandum or other types of documentations; designs and produces forms brochures announcements bulletins and/or banners.
• Compiles and/or analyzes data; prepares generates and/or submits various types of reports as required by City departments and outside agencies.
• Performs data entry; updates and maintains departmental records files filing systems and databases; coordinates and schedules the transfer archiving and destructions of records as assigned.
• Processes accounts payable and/or receivable; assist in payroll purchase orders and requisitions; assists in the preparation of departmental budgets.
• Assist in the order and distribution of department assigned uniforms.
• Prepares and maintains records of internal deposits.
• Produces and maintains records of Public Information Requests pertaining to medical records; to include the billing for medical records requests.
• Coordinates the ordering of departmental supplies equipment and department uniforms; obtains vendor quotes and bids as required.
• Collects processes and distributes incoming and outgoing departmental mail.
• May provide training and/or supervise the work activities of assigned personnel.
• Performs other routine and/or specialized duties relative to area of assignment as required.
• Hours: M-F; 8AM-5PM
• Regular and timely attendance is required.
• Other duties as assigned.

MINIMUM QUALIFICATIONS:

High School Diploma or equivalent.

Education and Experience:

• Two years experience as an administrative assistant; OR
• An equivalent combination of education and experience.

Required Licenses or Certifications:

• A driver license with a good driving record is required.
• Applicants with an out-of-state driver license must provide an original certified driving record from the state of driving licensure.

Required Knowledge of:

• Principles and practices of office administration
• Regulations governing departmental activities.
• Records management principles and standards.
• Basic accounting and bookkeeping principles.
• General office equipment and standard computer software applications.
• Customer service standards and protocol.

Required Skill in:

• Providing skilled secretarial support to management and/or other departmental personnel.
• Coordinating clerical operations and activities for area of assignment.
• Preparing and processing various types of correspondence and other documentation.
• Updating and maintaining departmental records filing systems and databases.
• Performing a variety of general accounting duties.
• Establishing and maintaining cooperative working relationships with other staff City departments outside agencies community organizations contractors vendors and the general public.

Physical Demands / Work Environment:

• Work is performed in a standard office environment.
• Subject to sitting for extended periods of time standing walking bending reaching and lifting of objects up to 25 pounds.

Required Experience:

Junior IC