Administrative Specialist Fire Department

This job was posted by https://www.azjobconnection.gov : For more

information, please see: https://www.azjobconnection.gov/jobs/7626756

**Position Summary**

The City of Prescott is seeking an Administrative Specialist to provide

comprehensive administrative and clerical support to the Fire

Department. This position may provide customer-facing reception,

information dissemination, and a variety of administrative services,

with primary support assigned to the Community Risk Management (CRM)

division. The position may also be assigned projects and provide support

across other department divisions as operational needs arise.

The role may provide specialized support for community engagement,

public education, and outreach initiatives, including educational

classes, community events, facility tours, and related programs.

Responsibilities may also include coordinating ride-along programs for

the public, students, and partner agencies; assisting with department

ceremonies and special projects; and assisting with social media content

in alignment with City communication standards.

Fire Department Administrative Specialists work collaboratively with all

department administrative staff to provide consistent support and

maintain efficient daily operations. This role requires confidentiality,

accuracy, initiative, sound judgment, strong teamwork, and a commitment

to excellent customer service.

This position has no supervisory responsibilities. Under general

direction, the incumbent is expected to exercise sound judgment within

established guidelines while carrying out assigned duties.

Essential Duties

• May serve as first point of contact for the public: greet/direct
  
  

visitors, answer, screen, and direct incoming calls; check

voicemail; respond to general inquiries; gather essential

information; take complaints; and refer matters for resolution.

• May provide administrative support for public education programs,
  
  

CPR programs, community events, station tours, and other assigned

programs.

• May coordinate ride-alongs with the public, students, and partner
  
  

agencies.

• May participate in grant writing and management, including
  
  

identifying and applying for grants, maintaining grant records,

filing required reports, and coordinating with governmental grant

administrators and partner agencies.

• Assist with department events, ceremonies, meetings, and special
  
  

projects. May assist with social media content creation and

oversight in accordance with City policies, guidelines, and

communication standards.

• Prepare and distribute departmental reports; conduct research;
  
  

prepare statistical reports and spreadsheets; and collect and track

data.

• Maintain accurate paper and electronic records, files, and
  
  

databases; retrieve, revise, print, and save documents; assist with

Public Records Requests; and organize record retention schedules in

accordance with applicable requirements.

• May maintain and track departmental training records,
  
  

certifications, and safety records.

• Assist with regulatory reporting and records.
• Provide purchasing and payroll support, including processing
  
  

invoices, P-Cards, and credit card transactions; reviewing employee

time for accuracy; tracking and updating employee information; and

answering basic employee questions regarding paychecks and policies.

• Assist with budget monitoring, financial reporting, billings,
  
  

deposits, and related activities depending on department assignment.

• Draft, proofread, and prepare correspondence, reports, agendas,
  
  

forms, work orders, service orders, requests for bids, requisitions,

invoices, training materials, and other official documents; copy,

collate, and distribute materials as needed.

• Organize schedules, calendars, appointments, conference rooms, fleet
  
  

vehicles, travel arrangeme ts, events, and other reservations.

• May order and maintain office supplies and equipment; maintain
  
  

inventory; submit account transfers; order replacements; and arrange

for repair and servicing of office and, when applicable, field

equipment.

• May collect, sort, open, and distribute mail and deliveries.
• Serve as a departmental liaison as assigned.
• Maintain various paper and electronic files and databases; manage
  
  

record control; and collect, track, and maintain departmental

information.

• Provide support to assigned projects or programs and assist
  
  

management and other employees with administrative, research, or

operational needs.

• Attend required meetings.
• Perform other duties as assigned in support of department
  
  

operations.