Description
JOB SUMMARY:
Under supervision of a Chief officer, perform specialized administrative, clerical, and technical work requiring knowledge of fire department operations. Provide backup to Fire Management Analyst and other fire management technical staff. Perform other related work as required.
ESSENTIAL JOB FUNCTIONS:
Perform clerical and technical functions requiring considerable discretion and specialized knowledge of Fire Department operations. Maintain confidentiality, when applicable, and adhere to all rules and regulations of the department and the City. Communicate courteously with other City employees, officials, and the public in English verbally and in writing. Work under pressure to meet deadlines. Perform data entry in spreadsheets and various fire, emergency medical, and inspection records management systems. Maintain employee information in various electronic records management systems and notify Human Resources of changes. Produce analytical reports, queries, charts, graphs, etc... Prepare documents to satisfy open records requests. Assist Fire Department employees with general computer questions or direct them accordingly. Type letters, memos, standard operating procedures, etc. for multiple departmental employees with minimal instruction. Create presentations, invitations, forms, and brochures for Fire Department special events and public education. Plan and attend department-related meetings as needed. Transcribe, format, and distribute staff meeting minutes as well as information from other department meetings as required. Conduct research for development of departmental programs, budget, and other operational needs. Accurately maintain files based on current records management retention schedule, and process Fire Department documents for records management storage. Collect fees for permits, distribute forms, collect documents for plan review, distribute plan documents, and deposit fees collected with the Finance Department. Be able to understand, enter/retrieve data from payroll and inventory systems. Track employees who are on extended sick leave and complete required reports. Process worker’s compensation, FMLA, and related supplemental forms. Process payroll, accounts payable payments, and enter requisitions. Process monthly department credit card expenditures. Process billing information for reimbursement due to department services or events. Prepare statements and calculate fees required from a fee schedule. Accept/issue receipts and balance petty cash. Ensure the accuracy of fiscal transaction records pertaining to the department. Assist with ordering, receiving, inventory of uniforms, equipment, and supplies. Maintain and order office supplies/equipment for department personnel. Order name tags, fuel cards, and business cards for FD Administration personnel. Sort, track, and distribute mail and package deliveries. Prepare and mail materials related to public relations and other Fire Department activity. Operate and maintain binding, fax, laminating, printing and copy machines. Send and receive printing requests as needed. Notarize various documents as needed. Set and coordinate appointments for administrative officers and shift personnel. Register personnel for conferences and seminars and make travel arrangements when necessary. Assist in the planning and executing of Fire Department events such as awards banquets, retirements, graduations, promotions, etc. Recognize the need for supervisory assistance when needed. Provide backup for other department administrative staff when needed. When applicable, seek out additional work without direct supervision; follow through on regular/daily assignments and keep supervisor informed of activity. Other duties as assigned by supervisor. Move from one work area to another location to work with employees and provide support when requested. Proficiently perform work utilizing all Microsoft Office applications (Outlook, Word, PowerPoint, Excel, Publisher, etc.) and other fire department software.
OTHER JOB FUNCTIONS AND PHYSICAL CAPABILITIES:
Maintain an instruction manual of all job functions to assure adequate instruction for backup personnel to operate in your absence. Assist with citywide events that occur outside of the regular work schedule. Work for long periods of time in a sitting or standing position, including extended periods using computers. Lift, carry, drag, hold, pull, and/or push documents/material, file boxes, and paperwork weighing up to 35 pounds.
Requirements
REQUIRED EDUCATION, DEGREES, CERTIFICATES AND/OR LICENSES:
High school diploma or General Equivalency Diploma (GED) is required. Bachelor’s degree in a related field is preferred. Notary Public certification required within six (6) months of appointment and must be maintained. Must hold a Texas Class C Driver’s License.
EXPERIENCE, TRAINING, KNOWLEDGE, AND SKILLS:
Three (3) years of experience desired in general administrative work, or equivalent experience in a public safety related field; Must have abilities to: type; use personal computer including proficiency in Microsoft Word , Excel, PowerPoint, fire incident and emergency medical reporting software; create brochures, invitations, fliers, illustrations, charts, and other computer art as required; learn and work with new computer programs as needed; calculate costs for permits and fees; understand and apply modern office methods, procedures, and equipment; plan, schedule and work independently in the absence of specific instructions or supervision; operate and maintain various office machines. Must be able to take and transcribe meeting minutes accurately. Must be able to read, write and communicate in English courteously and effectively, verbally and in writing, with department personnel, other city employees, and the public. Must be able to use tact and diplomacy, maintain confidentiality when appropriate and establish and maintain effective working relationships. Must be able to maintain mental focus and function effectively with job flexibility in a team environment. Must be able to safely operate department staff vehicles.
