Management Assistant - Fire

Under the general direction of the Fire Chief, performs a wide variety of professional, administrative and technical duties relating to the management and general operations of the Fire Department. This includes performing data analysis, supply ordering and tracking, scheduling and customer service both with the public and the Fire Personnel. Generally, the position oversees all general administrative/clerical functions, performs fire administrative duties, supports supervisory staff, and assists all other divisions of the department as needed.The following duties are typical for this position. These are not to be construed as exclusive or all-inclusive. To perform this job successfully, an individual must be able to demonstrate competence and satisfactory performance of these duties. Other duties may be required and assigned.

1. Provides principle, executive administrative support to Fire Chief, Assistant Chiefs and Emergency Management Coordinator.
2. Performs the payroll function for the Fire Department and processes twice monthly payroll by maintaining computer payroll data, processing departmental timesheets, tracking accruals, updating vacation and sick leave records, change of status requests and year end processing; serves as primary contact for payroll questions within the Fire Department; also, acts as a back-up to assist the Employee Services department in processing city-wide payroll as needed
3. Manages the budget of the Fire Department, including preparation, oversight, and administration of both annual budgets, coding invoices for payment, and keeping track of all department expenditures
4. Acts as “Point Person” for the entire department to assist with requested information, questions, projects, explanation of policies and procedures, and anything needed to do their jobs
5. Plans, directs, and/or executes special projects or assignments relating to Fire Department issues as requested by the Fire Chief or other departmental staff.  This may entail researching, analyzing information, and preparing reports/ recommendations
6. Screens telephone calls, visitors, and incoming correspondence for the Fire Chief, Assistant Chiefs and Emergency Management Coordinator; frequently drafts routine correspondence, memoranda, reports, and other materials for the Chief’s signature
7. Coordinates New Hire and Employee Separation processes, including scheduling Fire Recruits and New Employees for required testing and making necessary updates to files and to TDSHS, TCFP, and other required agency records.
8. Maintains organizational files and records, including administration of personnel and Civil Service files (items required by the State of Texas to be kept on file)
9. Management of building access control system
10. Responsible for ordering uniforms and tracking expenditures in accordance with established annual uniform allowances
11. Purchases departmental supplies; coordinates department printing
12. Submits Workers Comp injury reports to Employee Services
13. Coordinates procedures and requirements for receiving grants
14. Assist in managing social media efforts, including acting as a point person for the inflow of content to be posted to all social media
15. Acts as liaison to the Employee Services department, to include handling any requests from that department, and ensuring all performance evaluations and other requested documents are submitted in a timely manner
16. Performs general administrative duties such as correspondence, filing, scanning, mail distribution, weekly cash reports, petty cash maintenance, etc.
17. Posts position opportunity announcements and other City information within Fire Department’s three Stations
18. Assist with onboarding process 
19. Maintains calendars, schedules appointments and arranges for meetings and conferences and assembles established background materials
20. Submits Agenda Items for City Council presentation
21. Attends and participates in staff meetings, including taking minutes
22. Provides information to the public; receives and resolves or refers citizen complaints 
23. Serves as Notary Public as required
24. Relays information and instruction from supervisor to staff members, often acting for supervisor on procedural matters
25. Assures that all work performed meets the City’s and Fire Department’s standards for customer service, accuracy, quality, and efficiency
26. Assures that the City’s and Fire Department’s missions, goals and objectives are fully supported and initiated
27. Performs other duties and responsibilities as assigned

 
KNOWLEDGE SKILLS AND ABILITIES 

1. Considerable knowledge of secretarial procedures and practices
2. Considerable knowledge of business English, spelling and punctuation
3. Good knowledge of the policies and procedures of the department 
4. Ability to make timely decisions and direct the work of others as needed
5. Excellent typing skills
6. Excellent oral and written communication skills
7. Strong mathematical and analytical skills
8. Good knowledge and skill in taking and/or transcribing dictation
9. Knowledge of principals and accepted practices of public administration, municipal governments; ability to learn city regulations/codes and ordinances
10. Knowledge of pertinent laws
11. Proficiency with PCs and computer software applications
12. General knowledge of office equipment, including photocopier, telephone, fax machine, calculator, shredder, etc.
13. Ability to organize, direct and coordinate projects and meetings
14. Ability to develop a team approach to problem solving with Fire Department employees, City staff and Council
15. Ability to handle confidential information in a sensitive manner
16. Ability to handle multiple demands and competing priorities
17. Ability to qualify for bonding and to maintain/serve as a notary
18. Ability to read and interpret departmental policies, and procedures
19. Ability to plan, promote, and organize departmental events and functions
20. Ability to communicate effectively with City staff, employees, and citizens orally and in writing
21. Ability to work independently with little supervision
22. Ability to make sound decisions on a timely basis with due regard of the law and liability of such decisions

Nothing in this job description limits management’s right to assign or reassign duties and responsibilities to this job at any time.   The duties listed above are intended only as illustrations of the various types of work that may be performed.   The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.  The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.MINIMUM REQUIRED QUALIFICATIONS

• Bachelors Degree preferred; 5 years responsible experience in performing Executive Administration related duties; Experience working in local government; or any combination of education and experience that results in acceptable proficiency for this position
• General knowledge of fire records and Open Records laws and policy
• Working knowledge of office computers and related equipment
• Excellent computer skills using Windows, Microsoft Word, Excel, PowerPoint, Access, Internet, Adobe Acrobat, and Outlook
• Excellent office administration skills
• Requires effective written and oral communication skills
• Must be self-motivated and capable of functioning effectively in an independent situation, while maintaining a sense of the overall goals in the Fire Department.  This individual must have an appreciation and understanding of customer service oriented environments.
• Regular attendance is an essential function of this position

PHYSICAL AND WORK ENVIRONMENT
The physical and work environment characteristics described in this description are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions or as otherwise required by law.  Employees needing reasonable accommodation should discuss the request with the employee’s supervisor or Employee Services.  

• Long periods of sitting
• Intermittent periods of standing and walking
• Constant talking, hearing, concentrating, judgment and writing ability

Salary : $44,397 - $64,598