JOB
Performs administrative duties for the Support Services division.BUDGETARY RESPONSIBILITIES: Maintains division budget records by tracking and logging expenses. Assists with the preparation of department budget.
EXAMPLE OF DUTIES
Answers the phone, takes messages, greets visitors, and assists citizens with questions or regarding fire department services.Responsible for payroll entry and other personnel action tracking for the department.Responsible for the preparation and maintenance of employee records and related monthly reports for the department.Initiates and processes purchase orders and requisitions for the department. Reviews all expenses and invoices for accuracy, and reconciles purchase records.Schedules appointments and meetings for the division and prepares meeting materials and agendas.Initiates and processes professional correspondence and reports as required.Maintains filing system, audits, and verifies records for accuracy and consistency.Assists various department/division staff with assignments and special projects.Performs related duties as requird.
SUPPLEMENTAL INFORMATION
Employee works with the public, other employees, and various outside agencies and contractors directly when acting as a receptionist, answering inquiries, processing information or making referrals to the proper staff person.Must have the ability to effectively communicate with the general public and employees. Must possess good telephone and public relations skills.Ability to read and understand manuals and reports in order to record work activities or maintain other records. Skill in the operation and maintenance of a number of office machines and equipment such as computers, scanners, and copiers and skill in typing and filing is required. Basic familiarization with popular Microsoft Office software products including Word, Excel, Access, PowerPoint and Publisher required. Ability to learn and use system software such as payroll, accounting, requisitioning, personnel, and fire and EMS reporting. Organizational skills are a must. Bilingual speaker a plus.High school diploma or equivalent required. Experience working in an office environment is also desirable. May be required to pass a typing test with minimum score of 40 words per minute and successfully complete a grammar and spelling test. Notary Public Certification preferred but not required however must be qualified to become a Notary Public as part of job duties.