SECRETARY TO THE EXECUTIVE CHIEF OFFICERS

General Description

This class encompasses a responsible clerical position,theprimary duty of which is assistingthe FireChief and Chief of Administrationbyprovidingadministrativesupportandperformingclericaldutiesandofficefunctions. The Secretary to the Executive Chiefs maintains scheduled appointments, prepares correspondence, andactsasthereceptionistforthe Chiefs.Theemployeeofthisclassreceivesandprocesses records and reports. TheSecretarytothe Executive Chiefsperformsroutinedutiesindependently with some supervision,reportingtoand having work reviewed by the Fire Chief.

Duties of Responsibilities

Provides administrative support to the Fire Chief and Chief of Administration by preparing responses to routine correspondence and requests in accordance with departmental procedures, exercising independent judgment as appropriate, and addressing matters as assigned by the Fire Chief and/or Chief of Administration.

Composes business correspondence and prepares forms, memoranda, statements, formal reports, and other documents as directed.

Maintains and coordinates the schedules of the Fire Chief and/or Chief of Administration, including arranging appointments, tracking engagements, and providing timely notifications of scheduled events.

Receives, reviews, and processes records, reports, interdepartmental correspondence, and related materials in compliance with established procedures.

Serves as receptionist for the Fire Chief’s office by greeting visitors, answering and directing telephone calls, and responding to routine inquiries.

Processes incoming and outgoing mail in accordance with departmental procedures, including sorting and distributing mail to appropriate personnel or offices.

Maintains organized filing systems for correspondence, forms, records, and reports, using alphabetical or subject-based methods.

Manages and maintains departmental records, including personnel files, medical records, and other confidential information.

Maintains an up-to-date roster of department personnel, including contact and other pertinent information, and completes personnel action forms required for submission to the civil service board.

Utilizes computer systems to input, update, and maintain records, employing software applications such as Microsoft Word, Excel, and PowerPoint, and demonstrates the ability to learn and effectively operate city-supported programs.

Retrieves and organizes information from both physical files and electronic databases.

Operates standard office equipment, including copiers and computer-based calculation tools.

Prepares and completes monthly reports, records, and forms as required or assigned by the Fire Chief and/or Chief of Administration.

Reviews and proofreads documents for accuracy, making necessary corrections.

Compiles, organizes, and analyzes data to produce clear and comprehensive reports.

Oversees and manages the hiring process for all new employees, including coordinating and scheduling interviews, arranging required medical appointments, and ensuring all necessary documentation is properly completed, organized, and maintained.

Works closely with leadership and applicants to ensure an efficient, timely, and well-documented hiring process from initial contact through onboarding.

Performs other related duties as assigned.

Minimum Qualifications

Unless otherwise specified, all requirements listed below must be met bythe filingdeadline for application for admission to the test.

Must meet all requirements of the Municipal Fire and Police Civil Service Law, includingbeing a citizen of the United States and pass civil service exam with a score of 75% or greater.

After offer of employment, but before beginning work in this class, must pass a physical examination, the selection and administration of which shall be authorized by the Appointing Authority, designed to demonstrate good health and physical fitness sufficient to perform the essential duties of the position, with or without accommodation.

Applicant must possess one of the following: high school diploma, high school equivalency certificate, high school transcript, affidavit from the issuing high school, associate or bachelor’s degree, or college transcript, any of which must indicate that a graduation has occurred or a degree awarded. Any Louisiana applicant who presents a study diploma shall submit necessary documentation indicating Louisiana Board of Elementary and Secondary Education (BESE) approval of the home study curriculum. Non-Louisiana applicants shall be required to present proof of completion of a high school curriculum which has been accredited by the applicant’s state, or its state-approved agency. A certificate of completion shall not be sufficient to substitute for a diploma or equivalency certificate.

Must possess a valid driver’s license.