2 Executive Administrative Secretary (Fire) Jobs in Tyler, TX

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Executive Administrative Secretary (Fire)

City of Tyler, TX

Tyler, TX | Full Time

$57k-71k (estimate)

6 Days Ago

Executive Administrative Secretary (Fire)

City of Tyler

Tyler, TX | Full Time

$52k-65k (estimate)

2 Weeks Ago

Executive Administrative Secretary (Fire)

City of Tyler Tyler, TX

$52k-65k (estimate)

Full Time 2 Weeks Ago

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City of Tyler is Hiring an Executive Administrative Secretary (Fire) Near Tyler, TX

Assist the Fire Chief with extensive administrative duties including Emergency Management, the Emergency Operation Center (EOC), and a variety of complex clerical tasks that require independent action. Provide administrative support to the Fire Chief and Department.

Serves as liaison to various Public Service and Non-Profit Agencies in Emergency Plan Development.

Under the direction of the Fire Chief:

Shall maintain the Local Emergency Management Plan.
Shall plan and coordinate required exercises and drills.

This person shall assist the Fire Chief with Emergency Operations Center management.

By attending required meetings and training.
By coordinating required training for other City employees.
By assisting in budget preparation related to Emergency Management.

This person must possess:

Knowledge of NIMS (National Incident Management System) and ICS (Incident Command System).
Extensive knowledge of EOC Operation.

This Person shall:

Remain knowledgeable of the current requirements and changes made by the Governor’s Division of emergency Management Agency (GDEM) and Federal Emergency Management Agency (FEMA).
Provide information to various organizations regarding Emergency Management.
Research websites and related materials for state, federal and private grants and coordinate and submit necessary paperwork for applications to receive grant funds and ensure grant funds were received and paperwork completed.
Collect all appropriate data and complete the necessary documentation for reimbursement of expenditures during EOC activation.
Be able to use miscellaneous Emergency Management software relating to Evacuation and Evacuee training.

This person must be able to operate personal computers and related software, telephones, copiers, fax machines, Xerox printers, color scanners, color printers and color plotters.

This person must be able to:

Lift up to 20-pounds occasionally and 10-pounds frequently.
Multi-task under time constraints.

This person shall become familiar with and serve as backup in other clerical duties such as:

Receive and screen Fire Department calls.
Assist citizens and visitors via telephone and walk-ins.
Set-up meetings as requested by Fire Chief.
Type, print and distribute documents for Department.
Type SOP’s, Rules & Regulations, Chief’s & Asst. Chief’s correspondence, and Department documents.
Compose, write and submit City Council Communications to the City Manager’s Office as requested by Fire Chief or Assistant Fire Chief’s.
Assist firefighters with Department needs.
Organization & maintenance of fire records, CAD Records, fire personnel records, and payroll records.
Maintenance of Fire Department records with Texas Commission on Fire Protection for Firefighter’s Certifications, Texas Department of State Health, and all training records.
Creation of analytical reports from Fire records.
Maintenance of the Fire Department Web page, electronic forms, and the building inspection program.
Ordering office supplies for daily usage and special Fire Prevention supplies used during various special events such as: East Texas State Fair, Fire Prevention Week, and random school visits throughout the year.
Entering information into HTE System for Purchase Orders on fire station, engine supplies, and parts.
Processing Department bills for payment.
Maintenance of office supply inventory for Fire Administration and all Fire Stations.
Sorting and distributing daily inter-office and postal mail.
Issuing and tracking of Fire Permits and collect fees.
Coordinate Fire Department special events such as Annual Awards Banquet, Promotions, and retirement Ceremonies, etc.
Schedule and organize meetings required by Fire Chief.
Completion and submission of monthly Fire Department Budget Forecast.
Scheduling Training Classes with different State Agencies.
Making travel arrangements for personnel.
Type Travel requests and Expense Report forms and submit to City Manager’s office for travel funds.
Other duties as assigned by Fire Chief or Assistant Fire Chiefs.

Education and Experience: Must possess a High School Diploma or GED. Must have knowledge of a specific vocational, administrative, or technical nature that may be obtained with six (6) months to one (1) year of advanced study or training past the high school equivalency.
Must have over three (3) years of office experience. Must possess advanced reading and writing skills, and intermediate math skills. Increasingly responsible experience in performing complex tasks and able to make administrative decisions required.
Must possess a thorough knowledge of Microsoft Outlook, Word, Excel, Access, PowerPoint, and Integrated Database Design. Must possess a valid Class “C” Driver’s License.It is the policy of the City to recruit, employ and to provide compensation, promotion, and other conditions of employment without regard to race, color, religion, sex, age, national origin, disability, genetic information or status as a Vietnam era or special disabled veteran, recently separated veteran, and other protected veteran. The City affirms that employment decisions shall be made only on the basis of a person’s ability to perform the essential functions of the job. This position does require presence in the office to perform the essential functions of the job. The City shall continually review its employment practices and personnel procedures and take positive steps to assure that equality of employment opportunity in the City of Tyler, Texas is a fact as well as an ideal.
The City of Tyler will accept two years of relevant experience in place of each year of college required in the job description. Four years of relevant experience will be considered in place of an associate degree, and eight years of relevant experience will be considered in place of a bachelor’s degree. Any experience required in the Minimum qualifications is in addition to years of experience substituted for a degree.
The City of Tyler supports a policy of a drug and alcohol-free workplace. All candidates are subject to pre-employment testing, which may include but is not limited to, Drug and Alcohol Screenings, Work Fitness Evaluation, Criminal Background Check, and Consumer Report/Credit Check.
No person under eighteen (18) years of age will be employed in any regular full-time position. Persons under eighteen (18) years of age may be employed in temporary or regular part-time positions if they furnish the City with a minor’s release (Form 2-2) and are approved by the City Manager. No person under eighteen (18) years of age will be employed in any position requiring the operation of a City motorized vehicle.
This posting is subject to be removed at the discretion of the department providing the position.