ADMINISTRATIVE ASSISTANT (FIRE PREVENTION & SAFETY DIVISION)

Position will be open until filled.

We are currently seeking:

An Administrative Assistant to join our this role you will provide 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.

Your responsibilities will include:

1. Coordinating departmental clerical operations for area of assignment.

2. Providing skilled administrative support to a manager and/or other departmental personnel.

3. Answering screening and directing incoming calls; documenting and distributing phone messages.

4. Greeting and directing visitors to appropriate City departments and/or personnel.

5. Providing information and assistance to the public; responding to inquiries regarding departmental operations policies programs events and/or services; receiving public complaints.

6. Updating and maintaining departmental calendars; scheduling and coordinating meetings appointments training courses and/or other functions; organizing travel arrangements.

7. Preparing processing copying filing and distributing correspondence memoranda or other types of documentation; designing and producing forms brochures announcements bulletins and/or banners.

8. Compiling and/or analyzing data; preparing generating and/or submitting various types of reports as required by City departments and outside agencies.

9. Performing data entry; updating and maintaining departmental records files filing systems and databases; coordinating and scheduling the transfer archival and destruction of records as assigned.

10. Processing accounts payable and/or receivable; submitting payroll purchase orders and requisitions; assisting in the preparation of departmental budgets.

11. Balancing and maintaining assigned checking accounts; preparing bank deposits; maintaining petty cash and/or assigned cash drawer.

12. Coordinating the ordering of departmental supplies and equipment; monitoring and maintaining supply inventories; obtaining vendor quotes and bids as required.

13. Scheduling and coordinating the maintenance and repair of departmental equipment and facilities.

14. Collecting processing and distributing incoming and outgoing departmental mail.

15. Receiving researching and responding to Public Information requests.

16. Updating and maintaining the Fire Prevention webpage.

17. Providing reports as requested to the Fire Training Center.

18. Providing training and/or supervising the work activities of assigned personnel as applicable.

19. Performing other routine and/or specialized duties relative to area of assignment as required.

20. Regular and timely attendance is required.
21. Hours: Monday through Friday 8:00 am to 5:00 pm

MINIMUM QUALIFICATIONS:

Education and Experience:

High School Diploma or equivalent; and two years experience as an administrative assistant; or an equivalent combination of education and experience.

Required Licenses or Certifications:

• A typing test of 35 wpm or more with 90% accuracy and a 10-key Data Entry test with 90% accuracy and 100% complete within 4 minutes or less are required.
• Must possess a valid Texas Driver License with a good driving record.
• Applicants with an out-of-state driver license must provide an original certified driving record from the state of driving licensure.
• A Notary Public certification must be obtained within 6 months of hire.

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.
• Exposure to potentially irate members of the public.

Job postings may be withdrawn at any time at direction of the City Manager.

Required Experience:

Junior IC