Administrative Assistant

HOURS

Monday through Friday Days; with potential for evening or weekend hours on occasion for special events.

NATURE OF WORK

Under general supervision of the Fire Chief, provides administrative support to the fire department in a professional and timely manner; acts as department receptionist and performs technical and administrative related duties as assigned.

ESSENTIAL DUTIES

• Answers phone and in-person requests for information and assistance from the public and staff; handles and records inquiries from the public and refers as needed for further response, while maintaining a calm, courteous and helpful attitude.
• Using a networked computer, prepares correspondence, memos, reports and forms; transcribes dictation and composes routine correspondence as directed.
• Compiles data and prepares reports as instructed by staff.
• Provides confidential assistance to the fire department command staff to ensure information is only received/viewed by eligible personnel with a need to know in accordance with data privacy statutes and City and Department policy.
• Schedules inspections, reinspections and appointments and maintains fire inspection case management system. 
• Collects accurate data and processes time sheets to be sent to Payroll, including all data needed for accurate payroll. 
• Prepares invoices, receipts, requisitions and processes payments for approval by management staff; ensures an efficient and timely process for managing same. 
• Designs and maintains a comprehensive up-to-date filing system for all records that is accurate and easy to manage and use for the Fire Division. 
• Directs inquiries to other City departments, agencies and organizations as needed.
• Researches background information to assist Fire management staff to respond to inquiries. 
• Schedules and assists in planning various programs, presentations and meetings.
• Coordinates or assists in coordinating department events, station tours, ride-alongs, and community engagement events. 
• Informs the management team of concerns from the public that may have a bearing on the effective delivery of programs and services
• Provides support services for other City departments as directed.
• Performs other general administrative support duties as assigned.
• Process personnel action forms and assist with the onboarding of new hires. Ensure step increases are created and processed in a timely manner.
• Disseminates information and reports to the public, other agencies and/or staff as needed.
• Manages department records and responds to data requests in conformance with state statute city policy and department practices.
• Sorts and distributes mail and deliveries as required for the fire department.
• Manages and updates documents and forms on department’s SharePoint.
• Monitors and maintains office supply inventory and keep supply area accessible and orderly.

COMPETENCIES

• Knowledge of standard office processes, equipment and software as well as ability to learn and use specialized Fire Department-specific software.
• Ability to create and maintain a comprehensive, efficient filing system.
• Ability to communicate effectively and create and maintain a positive work environment, including in times of stress.
• Ability to prepare reports and correspondence with proper spelling, grammar, punctuation, word choice and tone. 
• Ability to work independently, be self-motivated and organize and prioritize daily work.
• Ability to perform administrative support work in a timely and accurate manner.
• Ability to track and manage daily workflow through the Department.
• Proficiency in the use of office equipment, including networked personal computer using Microsoft Office , Laserfiche and fire -department specific software.
• Ability to establish and maintain effective working relationships with others and maintain confidentiality.

• Ability to arrive at work on time when scheduled.

MINIMUM QUALIFICATIONS

• Two years of progressively responsible administrative support experience including preparing reports and correspondence and managing a filing system.
• High School Diploma or General Education Development Certificate (GED). 

PREFERRED QUALIFICATIONS 

• Experience working in a public safety environment 
• Fluency in Spanish, Somali, Vietnamese or other non-English language prevalent in the City of Richfield

The physical demands that are described herein are representative of those that must be met by an employee tosuccessfullyperformtheessentialfunctionsofthejob.

Must have the abilit yto:

• Ability to sit, talk, and listen for extended periods of time. Ability to climb stairs, stand, bend, stoop, reach, manipulate doors, drawers and locks.
• Ability to use fine motor skills to operate a computer and office equipment and to collect materials for meetings.
• Specific vision abilities required include close vision and the ability to adjust focus.
• Ability to occasionally lift and/or move up to 25 pounds.

Background Process:

Because this position has access to information that is subject to Minnesota Bureau of Criminal apprehension (BCA) rules, the successful applicant must pass a thorough background check investigation as required by the BCA, which includes fingerprinting

Salary : $31 - $40