Administrative Assistant Ii - Fire Department

Application Deadline: March 6, 2024, 5:00pm

Position Function - Under the direction of the Director and/or designee, performs executive level administrative clerical responsibilities. Duties include, but are not limited to, record keeping; drafting contracts, correspondence, letters and/or agenda packet items; manage department calendars; research; data compilation and spreadsheet analysis; guest services; procurement; billing; attending and scheduling meetings; and making travel arrangements. Performance of duties requires independent judgement and the ability to work with confidential information.
Essential Duties% of Performance
Performs executive level administrative clerical responsibilities. Duties include, but are not limited to, record keeping; drafting correspondence, letters, agenda packet items and contracts; manage department calendars; research; data compilation and spreadsheet analysis; guest services; billing; attending and scheduling meetings; and making travel arrangements. Provide timely and effective customer service in person, via email and/or on the phone in office or when serving as the primary back-up to the department.45%
Performs duties to plan coordinate, prepare, and execute programs and special events. Duties include, but are not limited to, serve as liaison for assigned boards and committees and attend meetings; and coordinate and plan receptions and special events.35%Performs duties to coordinate, prepare, and track division's annual budget, and coordinate payroll activities. Duties include, but are not limited to, work with staff to prepare necessary documentation; collect data and perform research; coordinate and track the procurement of goods and services; prepare paperwork to request and track budget transfers. Responsible to ensure that budget and procurement related duties are performed and tracked in a timely and accurate manner.15%Performs additional duties as assigned.5%
Total:100%
Physical DemandFrequency
BalancingO
BendingR
CarryingF
ClimbingN
LegendCrawlingR
CrouchingO
C - ContinuousFine DexterityF
Foot ControlsO
F - FrequentlyHandlingF
HearingC
O - OccasionallyKneelingR
LiftingO
R - RarelyPushing/PullingF
Reaching F
N - NeverStandingO
SittingF
StoopingO
TwistingO
VisionC
WalkingF
Physical Demand Descriptions(The following descriptions are provided as an example of potential physical and/or sensory activities and does not address the potential for reasonable accommodation; it is intended as general examples of possible physical/sensory demands that might occur during the performance of the position functions/duties, and are not intended to be all inclusive.)Bending/Climbing/Balancing - 25lbs - picking up supplies, files and file boxes, stairs and step stool/ladder, walking, carrying, standing, holding supplies, etc.Carrying/Lifting - files, filing, office supplies, work aids, etc.Fine Dexterity - telephone, keyboard, "ten key" or calculator, computer work, typing, desk work, filing, etc.Foot Controls - driving, walking, stairs, step stools/ladders, etc. Hearing - customer interaction, telephone, verbal directions received, etc.Pushing/Pulling/Reaching - supplies, files, retrieving, storage shelves, rolling carts, etc.Standing - making presentations, assisting customers and staff, directing meeting set-up, errands, etc.Sitting - desk work, meetings, driving, etc.Vision - computer and desk work, budget, invoices, driving, etc.Walking - to and from office, around office, to and from buildings, assisting customers, errands, etc.Machines, Tools, Equipment and/or Work Aids(The following list is intended to provide examples of possible machines, equipment, tools and/or work aids that might be needed to perform position functions/duties and should not to be construed as a comprehensive or complete catalog. This list does not include and does not supersede any requirements with respect to safety or protective equipment, uniforms, apparel, gear or apparatuses required for the performance of any duties described herein.)Audio/visual, Calculator, Computer, Copier, Facsimile, Keyboard, Office Supplies, Scanner, Software, Telephone, Vehicle, etc.EnvironmentDuties are generally performed in an office environment. Possible exposure to dust, indoor allergens, and electricity. Requirements/Knowledge/Skills/AbilitiesRequired knowledge and experience is normally obtained through the completion of a High School Diploma or GED, and five (5) to seven (7) years of work related experience in business, local government, specific department, or related field is required.Certificate of completion from a professional course of study (e.g. Microsoft Office, Accounting, Office Management, etc.) is required, or must be obtained within 5 months of hire.Executive assistant level experience is preferred. Must possess good oral and written communication skills, with the ability to communicate tactfully, impartially, and in a professional manner. Must be able to utilize good organizational skills, accurate filing, and efficient record keeping practices.Must have the ability to make sound decisions, problem solve, work well independently, and successfully work with confidential information.Ability to read, understand and write letters, memos, and contracts.Ability to understand and develop computer models for cost analysis and compose financial and budgetary reports.Ability to work outside normal business hours. Ability to prepare/compose documents, letters, memos, legal notices, etc.Ability to conduct basic mathematical calculations. Ability to work under high demands, short time constraints, and the pressure of a fast paced work environment, meeting established timelines/deadlines and multi-task effectively.Ability to establish and maintain effective working and professional relationships with City and other public employees, public officials, contractors, consultants, vendors, and the general public. Ability to perform research and analysis of reports, records, statistics, and other resources. Ability to develop spreadsheets, reports, and other job related analysis.Ability to learn and be competent in the use of various integrated software systems for budgeting, purchasing, billing, accounting and HRIS.Competent in the use of Microsoft Office (e.g. Word, Excel, Power Point, etc.). Knowledge of business English, punctuation, and spelling. Knowledge of the Texas Public Open Records Act, and Freedom of Information Act.Must possess a valid Texas Class C driver license. Must pass all post offer pre-employment processes and/or procedures, to include but not limited to Drug Screen, Physical Examination, and applicable Background Checks.