What are the responsibilities and job description for the Administrative Assistant - Fire Prevention Office position at City of Savannah?
Purpose
This position performs a variety of intermediate to complex administrative and clerical functions in support of the department. Some duties and projects may be of a highly confidential or sensitive nature and are assigned to the department.
Essential Job Functions
Requires an Associate or Technical Degree in Business or Public Administration or related field supplemented by one to three years of administrative, clerical, or customer service experience; or an equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities.
Must possess and maintain a valid state driver’s license with an acceptable driving history.
Additional Requirements
Background investigation, including supervised drug screen, post offer/pre-employment medical screen, and verification of education, certifications, and licenses required prior to employment.
Additional Information
Knowledge of the principles and practices of governmental accounting.
Knowledge of municipal auditing principles and practices.
Knowledge of city budgetary and purchasing policies.
Knowledge of relevant local, state, and federal regulations.
Knowledge of office equipment.
Skill in developing short- and long-range plans.
Skill in establishing priorities and organizing work.
Skill in public and interpersonal relations.
Skill in the use of office equipment and in the training of others in its use.
Skill in oral and written communication.
Minimum Standards
SUPERVISORY CONTROLS: Work is performed under the close supervision of the Director. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.
GUIDELINES: Guidelines include procedures for bank reconciliations, audit procedures, retention schedules, and city purchasing policies. These guidelines are generally clear and specific, but may require some interpretation in application.
COMPLEXITY: The work consists of related administrative duties. Regular and repetitive tasks, processes, or operations requiring the selection and execution of actions based on defined procedures. Strict regulations and deadlines contribute to the complexity of the work.
SCOPE AND EFFECT: The purpose of this position is to provide administrative support for department operations. Supportive, informational, recording, or other services to assist others in producing correct and effective results; minor consequences. Success in this position results in the efficiency of department activities.
PERSONAL CONTACTS: Regular contact within the department, periodic contact with other departments, outside agencies, and the general public. Contacts are typically with other city employees, bankers, accountants, auditors, contractors, and the general public.
PURPOSE OF CONTACTS: Contacts are typically to give or exchange information, provide services, and resolve problems.
PHYSICAL DEMANDS: The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, or stooping. The employee occasionally lifts light objects. This is sedentary work requiring the exertion of up to 10 pounds of force occasionally.
WORK ENVIRONMENT: The work is typically performed in an office. Involves occasional exposure to some disagreeable elements (dust, heat, fumes, cold, noise, vibration, or wetness), and accidents are improbable, other than minor injuries.
SUPERVISORY AND MANAGEMENT RESPONSIBILITY: None.
City Of Savannah Employee Benefits
Overview of Benefits
Paid Holiday
Paid Vacation
Paid Sick Leave
Defined Benefit Retirement Pension Plan
Protective Services Retirement Plan (select positions)
Deferred Compensation Retirement Plan
Retirement Seminars
PPO Medical Insurance
Dental Insurance
Vision Insurance
Flexible Spending Accounts
Wellness Programs
Health & Wellness Incentives
Long Term Disability
Excellence and Service Recognition
Employee Development and In-Service Training
Educational Assistance Program
Uniform Allowance (select positions)
Employee Assistance Program
Discounts and Memberships
Employee Relations
Direct Deposit
Credit Union
Pretax Parking Deductions
Employer Assisted Home Purchase Program
Domestic Partnership Benefits
Healthcare
PPO Medical Plus Plan
PPO Medical Basic Plan
Dental Plus Plan
Dental Basic Plan
Vision Service Plan
Life Insurance
Basic Life and ADD
Supplemental Life Employee
Supplemental Life Spouse
Supplemental Life Child
Benefits costs are paid by the City of Savannah, by the employee or shared by both the City and the employee.
01
Describe your experience performing administrative and clerical duties that required handling confidential or sensitive information. Include the types of documents or records you managed and the measures you took to maintain confidentiality.
02
This position involves processing invoices, reconciling accounts, and preparing budget reports. Please explain your experience with financial recordkeeping or accounting systems. What software or tools have you used to track expenditures or manage budgets?
03
Give an example of a time you provided information or assistance to the public or internal staff. How did you ensure professionalism and accuracy in your communication?
04
Describe a situation where you had multiple tasks or projects with competing deadlines. How did you prioritize your work, and what was the outcome?
This position performs a variety of intermediate to complex administrative and clerical functions in support of the department. Some duties and projects may be of a highly confidential or sensitive nature and are assigned to the department.
Essential Job Functions
- Performs word processing duties for the preparation of memoranda, letters, departmental procedures, agendas, resolutions, ordinances, and other documents.
- Processes invoices for payment and is responsible for departmental purchasing records and related documents.
- Prepares and gathers budget information for data entry and reports.
- Maintains records of expenditures and reconciles accounts.
- Performs research on policy, rules, regulations, and historical data.
- Maintains the departmental calendars.
- Maintains comprehensive confidential, sensitive personnel records; assists in preparing Personnel Action forms for discipline, including demotion, termination of employees working with HR Analyst.
- Prepares and coordinates travel arrangements for conferences and training sessions in accordance with established policies and procedures.
- Responds to inquiries from the public in person and by telephone using Just FOIA.
- Answers telephones; provides information and assistance, takes messages or forwards to appropriate personnel; greets and assists visitors.
- Receives, counts, verifies, transports, and deposits funds collected.
- Inventories and orders supplies as necessary.
- Performs other related duties as assigned.
Requires an Associate or Technical Degree in Business or Public Administration or related field supplemented by one to three years of administrative, clerical, or customer service experience; or an equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities.
Must possess and maintain a valid state driver’s license with an acceptable driving history.
Additional Requirements
Background investigation, including supervised drug screen, post offer/pre-employment medical screen, and verification of education, certifications, and licenses required prior to employment.
Additional Information
Knowledge of the principles and practices of governmental accounting.
Knowledge of municipal auditing principles and practices.
Knowledge of city budgetary and purchasing policies.
Knowledge of relevant local, state, and federal regulations.
Knowledge of office equipment.
Skill in developing short- and long-range plans.
Skill in establishing priorities and organizing work.
Skill in public and interpersonal relations.
Skill in the use of office equipment and in the training of others in its use.
Skill in oral and written communication.
Minimum Standards
SUPERVISORY CONTROLS: Work is performed under the close supervision of the Director. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.
GUIDELINES: Guidelines include procedures for bank reconciliations, audit procedures, retention schedules, and city purchasing policies. These guidelines are generally clear and specific, but may require some interpretation in application.
COMPLEXITY: The work consists of related administrative duties. Regular and repetitive tasks, processes, or operations requiring the selection and execution of actions based on defined procedures. Strict regulations and deadlines contribute to the complexity of the work.
SCOPE AND EFFECT: The purpose of this position is to provide administrative support for department operations. Supportive, informational, recording, or other services to assist others in producing correct and effective results; minor consequences. Success in this position results in the efficiency of department activities.
PERSONAL CONTACTS: Regular contact within the department, periodic contact with other departments, outside agencies, and the general public. Contacts are typically with other city employees, bankers, accountants, auditors, contractors, and the general public.
PURPOSE OF CONTACTS: Contacts are typically to give or exchange information, provide services, and resolve problems.
PHYSICAL DEMANDS: The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, or stooping. The employee occasionally lifts light objects. This is sedentary work requiring the exertion of up to 10 pounds of force occasionally.
WORK ENVIRONMENT: The work is typically performed in an office. Involves occasional exposure to some disagreeable elements (dust, heat, fumes, cold, noise, vibration, or wetness), and accidents are improbable, other than minor injuries.
SUPERVISORY AND MANAGEMENT RESPONSIBILITY: None.
City Of Savannah Employee Benefits
Overview of Benefits
Paid Holiday
Paid Vacation
Paid Sick Leave
Defined Benefit Retirement Pension Plan
Protective Services Retirement Plan (select positions)
Deferred Compensation Retirement Plan
Retirement Seminars
PPO Medical Insurance
Dental Insurance
Vision Insurance
Flexible Spending Accounts
Wellness Programs
Health & Wellness Incentives
Long Term Disability
Excellence and Service Recognition
Employee Development and In-Service Training
Educational Assistance Program
Uniform Allowance (select positions)
Employee Assistance Program
Discounts and Memberships
Employee Relations
Direct Deposit
Credit Union
Pretax Parking Deductions
Employer Assisted Home Purchase Program
Domestic Partnership Benefits
Healthcare
PPO Medical Plus Plan
PPO Medical Basic Plan
Dental Plus Plan
Dental Basic Plan
Vision Service Plan
Life Insurance
Basic Life and ADD
Supplemental Life Employee
Supplemental Life Spouse
Supplemental Life Child
Benefits costs are paid by the City of Savannah, by the employee or shared by both the City and the employee.
01
Describe your experience performing administrative and clerical duties that required handling confidential or sensitive information. Include the types of documents or records you managed and the measures you took to maintain confidentiality.
02
This position involves processing invoices, reconciling accounts, and preparing budget reports. Please explain your experience with financial recordkeeping or accounting systems. What software or tools have you used to track expenditures or manage budgets?
03
Give an example of a time you provided information or assistance to the public or internal staff. How did you ensure professionalism and accuracy in your communication?
04
Describe a situation where you had multiple tasks or projects with competing deadlines. How did you prioritize your work, and what was the outcome?
- Required Question