Administrative Assistant

JOB SUMMARY

Provides a wide variety of administrative support to the Fire Chief, Administrative Manager, and Tilton-Northfield Fire & EMS members, generally working five (5) hours per day. Constantly interacts with the public and co-workers in various ways, requiring strong communication and interpersonal skills. Assumes the responsibilities of the Administrative Manager as needed.

MAJOR DUTIES

· Receives phone calls, answers public inquiries and complaints, screens for the nature of business, and then refers to the proper individual or supervisor.

· Greets visitors to the department and directs them appropriately.

· Answers inquiries from the public, elected and appointed officials, state and federal agencies, and others based on knowledge of the department’s operations and/or directs to appropriate personnel.

· Processes payroll for full-time and call personnel, including payment of employee taxes and 457(b).

· Issues Fire Permits per RSA 227-L:17

· Types various correspondence, memoranda, forms, and reports, assuring correct spelling, grammar, and punctuation, making suggestions, and updating procedures or forms.

· File documents as directed.

· Assists personnel with copying, typing, and filing reports when requested.

· Maintains office procedures, including office machines, ordering of office supplies, reference files, correspondence, memorandums, and other materials.

· Documents expenditures and properly enters data to keep up-to-date budget lines.

· Prepares and sends invoices for any services rendered.

· Maintains a thorough knowledge of computer operations as it pertains to the department.

· Makes purchases of office supplies and other departmental items as necessary.

· Performs other related duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED BY THE POSITION:

· Knowledge of modern office practices and procedures and the department’s daily operations.

· Knowledge of computer operations as it pertains to the department, including Word, Excel, PowerPoint, Outlook, Vector, NH TEMSIS, and QuickBooks.

· Knowledge of business English, spelling, arithmetic, and vocabulary.

· Knowledge of confidentiality and HIPAA laws and the ability to maintain confidentiality.

· Knowledge of billing, purchase orders, payroll procedures, and budgets.

· Skill in word processing and in establishing and maintaining records and files.

· Skill in operating a telephone, computer, calculator, copier, scanner, and facsimile machine.

· Skill in oral and written communication.

· Ability to exercise a tremendous amount of discretion.

· Must possess the ability to prioritize varying workloads.

· Ability to maintain effective working relationships with other departments, employees, supervisors, elected and appointed officials, and the public.

· Ability to work under pressure and maintain high professionalism and confidentiality at all times.

· Must possess strong organizational skills and keep the work area neat, clean, and efficient.

SUPERVISION RECEIVED: Works under the general guidance of the Administrative Manager.

SUPERVISION EXERCISED: Positions at this level have no formal assigned supervisory responsibility or authority.

PHYSICAL DEMANDS: The work is somewhat sedentary. Typically, the employee may sit comfortably to do the job. However, there may be some walking, standing, bending, carrying items such as papers, books, small parts, and boxes, driving an automobile, etc. May be required to lift up to 25 pounds. No special physical demands are required to perform the work.

WORK ENVIRONMENT: The work environment involves everyday risks or discomforts that require standard safety precautions typical of such places as offices, meeting and training rooms, libraries, and residences (e.g., use of safe work practices with office equipment, avoidance of trips and falls, observance of fire regulations, etc.). The work area is adequately lit, heated, and ventilated.

MINIMUM QUALIFICATIONS:

· Knowledge and level of competency commonly associated with completion of specialized training in the field of work, in addition to basic skills typically associated with a high school education.

· Sufficient experience to understand the basic principles relevant to the primary duties of the position, usually associated with two years of similar responsible administrative assistant experience in an office setting or any equivalent combination of education and experience which demonstrates possession of the required knowledge, skills, and abilities.

· Knowledge of, or the ability to learn, QuickBooks, Vector, and TEMSIS is essential.

· An associate degree in a related field is preferred.

COMPENSATION:

Wages will be hourly and commensurate with the budgeted figure for the administrative assistant’s position for the given year.

Job Type: Part-time

Pay: $24.13 - $25.97 per hour

Expected hours: 25 per week

Work Location: In person

Salary : $24 - $26