Administrative Assistant- Fire Department

Performs a variety of responsible administrative, operational, and program support functions requiring knowledge of Fire department policies, services, and procedures.   

Distinguishing Features of the Class

An employee in this class performs a variety of professional administrative and office management tasks in support of the Fire Department. The range of work extends from information processing, office management, and program management tasks. Work involves establishing department administrative policies and procedures; monitoring of expenditures and assisting in department budget preparation; processing invoices and purchase orders; reviewing and entering employee timesheets; purchasing supplies; compiling information for reports; greeting the public and answering the telephone, providing customer service, and answering questions about the department; maintain a variety of department records and files; coordinating community outreach programs; and related duties in support of department management and assigned department operations. The employee is expected to have a good understanding of the department and its services to respond to inquiries, including some technical knowledge about processes, policies, and procedures. Work requires independence and initiative in activities and includes providing technical assistance to other staff in the department. Work is typically performed under the supervision of the department head or senior level manager and is evaluated through observation, conferences, feedback from citizens and staff, and evaluation of the quality and effectiveness of work processes.

Plans, coordinates, and organizes the general administrative activities and office management work for the department; implements and communicates administrative policies and procedures; monitors methods and workflow; recommends process improvements to enhance efficiency and streamline department operations.

Assists in the preparation and administration of the department budget; researches revenues and costs on supplies and equipment; compiles data, statistics and information for the budget; and provides recommendations on equipment and technology upgrades.

Coordinates and assists with processing accounts receivable, accounts payable, payroll, budgetary and other financial data; reconciles invoices, prepares purchase orders, and purchases operating supplies and materials.

Administers departmental personnel functions including recruitment, hiring, onboarding, personnel action processing; serves as a liaison to Human Resources in the administration of personnel functions.

Answers the telephone and/or greets visitors; directs calls or visitors and gives program and department information based on type of request; selects appropriate materials to answer questions and provides general assistance.

Ensures the maintenance of department inventory and office supplies in fire stations; maintains and orders inventory including staff uniforms.

Oversees payroll processing for the department; receives timesheets and verifies the leave records and hours worked are accurate; inputs employee hours and leave into the payroll software system. 

Compiles and disseminates various educational materials to citizens and community groups.

Collects and compiles data, records, and reports; may conduct research; creates or edit tables, spreadsheets or data bases to generate report information; maintains program files.

Assists the public with the completion of various forms, applications, etc.; verifies completeness and accuracy of information; accepts and processes payments for inspections and permits; coordinates processes with other departments and agencies.

Assists in the preparation and implementation of departmental special events; coordinates events with other departments and staff as needed; publicizes events, orders supplies, may assist with the set up and break down of events.

Prepares and maintains departmental personnel records and files; prepares and/or types confidential personnel reports, evaluations and disciplinary actions.

Handles confidential or sensitive technical information in an appropriate manner.

Coordinates travel arrangements and process travel reimbursements for staff.

Develops, establishes, and maintains a variety of department records and files. 

Provides administrative support to the Fire Chief and Deputy Chief as requested. 

Schedules and attends department meetings; coordinates meeting arrangements; takes and transcribes meeting minutes; prepares agenda and meeting packets for dissemination prior to meetings; participates in appointed committee meetings.

Drafts and composes correspondence and prepares for review a variety of scheduled and special reports for senior management; reviews and verifies records and reports for correct information; identifies potential inconsistencies and resolves discrepancies.

Receives, screens, and distributes mail, documents, and other materials according to general knowledge of the department operations and key personnel.

Performs related duties as required.

Considerable knowledge of the organization and the functions, regulations, and practices of the department.

Considerable knowledge of modern office practices, procedures, equipment and related office information technology equipment, software, and peripherals.

Working knowledge of City personnel, purchasing, and budget policies and procedures.

Working knowledge of policies, procedures and practices related to areas of assignment.

Skill in the use of information technology equipment and associated software such as financial/payroll software, word processing, spreadsheets, and databases used in area of work.

Skill in communicating effectively and in conducting the department’s business in person and by telephone.

Ability to work independently on responsible administrative support tasks, some of which may be confidential or sensitive. 

Ability to formulate, implement and evaluate administrative policies and procedures.

Ability to prepare and maintain accurate records, reports, and files.

Ability to prepare correspondence on technical matters and to perform routine office management details.

Ability to communicate effectively in oral and written form in person and by telephone.

Ability to be tactful and courteous while conducting the City’s business.

Ability to establish and maintain effective working relationships with supervisors, other employees, customers and the general public.

Desirable Training and Experience

Associate’s degree with coursework in business, accounting, or related field and considerable experience in administrative support or office management work, or an equivalent combination of education and experience.

Must be able to physically perform the basic life operational functions of stooping, kneeling reaching, standing, walking, pushing, pulling, lifting, fingering, talking, hearing and repetitive motions.

Must be able to perform light work exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to lift, carry, push, pull or otherwise move objects.

Must possess the visual acuity to prepare figures and data, do accounting work, operate a computer, inspect the work of others, read extensively, and proof work performed.

Salary : $42,557 - $59,155