Administrative Assistant/Training

Description

Under direction of the Training Battalion Chief, the incumbent will perform a wide variety of administrative, secretarial, and program/project support functions to the Training Division.

Job Duties

• Provide good customer service to both internal and external customers; maintain positive and effective working relationships with other City employees (especially members of their own team), and have regular and reliable attendance that is non-disruptive.
• Provide confidential administrative support to the department's Training Division; to include managing the department's training calendar, screening, and handling of telephone/email communications, greeting and directing visitors and dealing with administrative problems and inquiries as appropriate.
• Gather, enter, and/or update data to maintain accurate departmental training records and databases; to include all personnel initial licensing/certifications, recertification, and training records/activities as required by the department. Maintain files and records for the training division.
• Serve as a primary point of administrative contact and liaison with other offices and external agencies on a range of specified issues.
• Organizes and prepares routine reports for administration/management. Will facilitate the preparation of Adhoc/specialized reports as requested for special projects or required from outside agencies.
• Coordinates and oversees the day-to-day management of supplies, equipment and facilities for the Training Division office; to include maintenance, inventory management, logistics, security and related activities.
• Assist with project development and planning to ensure efficient service and administrative organization.
• Coordinate and manage the department's recruitment and pre-employment process.
• Gathers and organizes all internal training requests for submittal and disposition; Assist in travel arrangements required for outside training if necessary.
• Accurately record and enter overtime associated with training.
• Assists in the coordination, supervision, and completion of special projects as appropriate.
• Perform other duties as required or assigned.

Minimum Qualifications

• High school diploma or GED and two years of related experience and/or training; or equivalent combination of education and experience.
• Must be proficient in the use of a personal computer, Microsoft Office Suite and standard office equipment.
• Ability to utilize both internal and external resources to obtain information and data necessary to carry out routine assignments and special projects.
• Must have ability to establish and maintain effective working relationships with management and staff.

Supplemental Information

Must successfully pass criminal background check, including but not limited to convictions, guilty pleas, or no contest pleas to violent offenses, theft offenses, and offenses against children.