Administrative Specialist Ii - Fire

Salary : $50,128.00 - $62,691.20 Annually
Location : Brainerd, MN
Job Type: Full Time
Job Number: 20231108
Department: Fire
Opening Date: 11/07/2023
Closing Date: 11/29/2023 4:30 PM Central
General Definition of Work
Performs a variety of customer support services including technically specialized clerical work while providing general administrative support functions for the Fire Department. Work is performed under the limited supervision of the Fire Chief.
2023 Hiring Range: $24.10 - $27.72 per hour depending on qualifications.
2023 Pay Range: $24.10 - $30.14 per hour.
*2023 Performance based pay opportunity: Up to $32.53 per hour.
*The City of Brainerd utilizes a performance-based pay system as noted above. Our system provides an opportunity for additional pay steps based on merit. Contact the HR Department if you would like to learn more about our system.
Essential Functions

• Department's initial point of contact for public during regular business hours; provides general information and direction; handles inquiries and complaints from the public in person or by telephone; directs public to the appropriate personnel when needed; processes incoming calls, email, and mail.
• Administrative accountabilities involve providing support services for department personnel including performing routine office tasks utilizing word processing and data entry; prepares correspondence, reports, forms and spreadsheets including quarterly and annual reports; verifies statistical and other records for accuracy and completeness; maintains sensitive and restricted information on the computer system.
• Has the primary responsibility of establishing, maintaining, and documenting electronic (scanning) and physical filing and storage of official and department-required documents in compliance with the City's Records Retention Policy.
• Operates standard office equipment, department-required software, and a multi-line telephone system; troubleshoots office equipment problems and initiate maintenance calls to IT and/or vendors.
• Maintains written departmental procedures, policies, and reference information; creates brochures, flyers and forms.
• Performs payment reconciliation and transaction processing; receipts and prepares deposits for department revenues.
• Maintains office supply inventory and orders as needed.
• Assists the public with the completion of standardized records or documents.
• Regular attendance.
• Performs various other tasks and duties as assigned.

Additional Duties

• Performs the day-to-day duties for the Fire Department Office operation; assists the public with City and Fire Code inquiries and permits; assists staff with processing fire inspection reports, property activity/pre-incident plans and Tier II reports.
• Processes accounts receivable, accounts payable, payroll, and other financial data; assigns appropriate cost codes to invoices; posts to statistical and other financial records; assists with processing budget information.
• Enters and maintains department data in accordance with National Fire Incident Reporting System (NFIRS), Insurance Services Office (ISO) and OSHA standards and as needed by the Brainerd Fire Relief Association.
• Assists with the Emergency Operations Center (EOC) functions and communicates over radio system when needed; observes emergency and non-emergency calls for documentation needs and to contact resources to aid in emergency situations;
• Assists in the hiring process for Paid On-call Firefighters; maintains Firefighter training records; processes certification level renewals; verifies identification, process and notarize documentation for department's part-time employees and volunteers.
• Attends Fire Advisory Board and Department Safety Committee meetings and prepares meeting minutes; prepares agendas and related documents, etc. where a knowledge of format and presentation is necessary; answers routine correspondence independently; posts agendas and minutes on the city's website; updates the department's website.
• Assists with research and preparation of grant applications to include narrative writing, processing and the administration of grants received.
• Process MN DNR burning permits and stays current with burning restrictions.
• Maintains department Safety Data Sheets (SDS) for fire stations.
• Assists in documenting equipment and apparatus inventory, repairs and fixed asset data.
• Assists in the coordination of the annual open house, scheduling public education events and ordering of educational materials.
• Coordinates the department training room schedule and department historical data including department items and photos.
• Assists in the general maintenance of the fire stations including the training room, offices and restrooms.
• Handles a wide variety of data, some of which may be classified as non-public or confidential; information may contain violent, graphic or sensitive content.

Qualifications and Competencies
Knowledge, Skills, and Abilities

• General knowledge with the ability to interpret and apply department-specialized programs, policies, procedures, statutes, regulations, and records relating to the office. Accepts responsibility, takes initiative, and works independently or as part of a team to accomplish tasks, often under strict time constraints.
• Ability to read maps, blueprints, building plans and to interpret utility location drawings and legal descriptions of real estate.
• Logical thinker with ability to solve practical problems, applying common sense to interpret and independently carry out detailed instructions in various forms.
• Demonstrates strong organizational and time management skills with attention to detail. Must be able to handle multiple interruptions and adjustment of priorities throughout the day without compromising accuracy or efficiency.
• Ability to communicate courteously and tactfully, both orally and in writing, by representing the City in a positive and professional manner at all times with an internal/external customer-driven attitude; Provides friendly, courteous responses to coworkers, the public, external agencies, associates, and vendors. Remains calm and professional under difficult, sensitive, stressful / hostile situations; or when dealing with diverse individuals.
• Ability to maintain a high level of confidentiality regarding sensitive information and compliance with data practice laws.
• Ability to operate standard office equipment including, but not limited to, computer and department-required software, multiline telephone system, and scanner/copy machine.
• Ability to create spreadsheets, compose correspondence, reports, and documents by typing and entering data accurately and at a reasonable rate of speed; accurately manages department files and records.
• Considerable knowledge of English vocabulary, spelling, grammar, sentence structure, punctuation and arithmetic.

Education and Experience

• High school diploma or GED.
• Coursework in business, Administrative Specialist or related field.
• Two years experience in administrative support and office operations. Secondary education coursework in office practices can substitute for up to one-half of the experience required.
• Equivalent combination of education and experience as determined by management.
• Complete department required training within required timeframes.
• Notary Public license, ICC Permit Technician Certification, and previous minute taking and/or department-related experience are desirable.

Other Requirements and Supplemental Information
This work requires the occasional exertion of up to 25 pounds of force; work regularly requires reaching with hands and arms, frequently requires sitting, speaking or hearing and repetitive motions and occasionally requires standing, walking, using hands to finger, handle or feel and lifting; work requires close vision, distance vision, ability to adjust focus and peripheral vision; vocal communication is required for expressing or exchanging ideas by means of the spoken word and conveying detailed or important instructions to others accurately, loudly or quickly; hearing is required to perceive information at normal spoken word levels and to receive detailed information through oral communications and/or to make fine distinctions in sound; work requires preparing and analyzing written or computer data, operating machines and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).
Compensation
Compensation rates are governed by the City's Salary Administration Plan or applicable labor contract. Information regarding the City's pay program is available in the Human Resources Department.
Holidays
The 10 calendar holidays that are observed are as follows: New Year's Day, Martin Luther King Day, President's Day, Memorial Day, Independence Day, Labor Day, Veterans' Day, Thanksgiving Day and Friday following, and Christmas Day. Employees also received two additional "floating" holidays of their choice.
Vacation
Vacation is earned at the rate of 6.66 hours per month (2 weeks per year) for the first 5 years of employment. After the first five years, monthly accrual rate is increased annually per the union contract or Employee Policy Manual. Maximum vacation balance is 240 hours. Vacation is accrued, but generally not available for use, for the first six months of employment.
Sick Leave
Sick leave is earned at a rate of 8 hours per month with a maximum sick balance of 960 hours. Payout of 100% of sick leave balance allowed as severance if immediately eligible to draw PERA pension or due to a written doctor-verified disability.
Health Insurance
Health Partners is our current health insurance provider. Coverage takes effective the 1st of the month following the date of hire. We currently offer three High Deductible Health Plan (HDHP) insurance plans.

• Plan 1 is a $2,800 single/$5,600 family deductible policy. The employee pays 5% of the single premium with the 2022 monthly cost being $62.49 per month. The employee pays 20% of the family premium or $406.47 per month.
• Plan 2 is a $1,400 single/$2,800 family deductible policy. The employee pays 5% of the single premium with the 2022 monthly cost being $69.60 per month. The employee pays 20% of the family premium or $451.01 per month.
• Plan 3 is a $7,050 single/$14,100 family deductible policy. The single policy is fully-paid by the employer (no monthly cost to the employee) . The employee pays 10% of the family premium or $161.81 per month.

NOTE: For all three of the above HDHP, the employee also receives an additional annual employer HSA contribution depending on coverage elected (amounts are prorated and deposited in monthly increments) into the employee's Health Savings Account.
Dental/Optical Insurance
Dental and optical insurance benefits are available.
Life Insurance & Long-Term Disability
An employer paid $35,000 life insurance and long-term disability insurance policy is provided by the City the 1st of the month following the initial-six months waiting period of eligibility.
Retirement Plan
Retirement benefits are provided through the Public Employee Retirement Association (PERA). The 2022 EMPLOYEE contribution rate is 6.5%. The 2022 EMPLOYER contribution rate is 7.5%.
01
Do you agree to answer each supplemental question truthfully and that your responses can be verified from information included within the application?

• Yes
• No

02
Which of the following best describes the highest level of education that you completed?

• High school diploma or equivalent GED
• Less than 2 years post-secondary training
• Completion of a 2-year program or degree
• Completion of a 4 year or higher program or degree
• None of the above

03
Which of the following best describes the field of study for your certificate or degree?

• Administrative Assistant or Administrative Support
• Business
• Computer Support
• My degree is in an area NOT RELATED to any of the above
• N/A - I do not have a degree

04
List the specific certificate and/or degree(s) that you completed or possess. Include the name of the educational facility, location, and certificate/degree level (i.e. AA or AS). Do not type "See Resume". If no program attended, type "N/A".
05
Which of the following best describes your full-time equivalent years of office-related work experience. Examples are receptionist/customer service, record keeping, word processing including preparation of merged documents and meeting minute preparation.

• No experience
• One year or less
• More than 1 year, but less than 2 years
• More than 2 years, but less than 3
• More than 3 years, but less than 5
• More than 5 years, but less than 10
• 10 or more years

06
List the specific office experience. Please include your position title(s), the employer name(s), duration of employment, and the actual duties you performed. Do not type "See Resume". If no experience, type "N/A". NOTE: In order to receive credit for the previous responses, this question must be fully answered and the employment experience described must be consistent with your application materials.
07
Does your computer-related employment include working with any of the following applications and/or systems:

• Microsoft Word
• Microsoft Excel
• Laserfiche Document Management System
• Publisher
• Managing Website Content
• BS&A Governmental Software
• Civic Plus
• N/A - Noone of the above

08
Which of the following best describes your overall computer proficiency experience:

• No experience
• Limited - search internet, social media, and send emails
• Moderate - I have worked in positions where I have prepared basic word documents and excel spreadsheets
• E...