Fire Chief's Assistant

Job Posting – Warsaw-Wayne Fire Territory
City of Warsaw / An Equal Opportunity Employer

Full-Time / M-F / 7AM – 4PM

$25.00 - $28.20/hour

The following essential job functions comprise a summary of job duties, requirements, and responsibilities contained in the job description prepared for this position. The job description will serve as the primary document in the selection and hiring process; and constitutes the context for incumbent job performance and evaluation. To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. Reasonable accommodations made be made to enable individuals with disabilities to perform the essential functions.

Incumbent serves as the FireChief’s Assistant for the Warsaw-Wayne Township Fire Protection Territory responsible for various secretarial, bookkeeping, and administrative duties and assists in the development and overseeing programs and events as assigned.

ESSENTIAL FUNCTIONS - Performs various clerical functions, such as typing, copying and filing various documents as assigned, processing incoming and outgoing mail, and maintaining organized files, ensuring convenient retrieval.

Composes correspondence in responding to routine inquiries. Assists in preparing various reports as assigned, including entering data on computer, assembling documents, and preparing, printing and copying reports.

Performs entry of fire incident reports, reviews fire incident reports for understanding and transcribing accuracy, and for legal documentation of emergency response.

Answers telephone, providing information and assistance, taking messages, or transferring to appropriate individual or department; makes telephone calls for Department as requested.

Maintains Chief’s calendar, providing reminders of meetings, appointments, and deadlines as appropriate; assists in maintaining Inspector/Marshall’s calendar and correspondences, including appointments and deadlines as appropriate.

Develops and coordinates fire related education and events to the public that includes schools and the community and interfaces with the media regarding public education programs and other city safety education related issues.

Periodically assists in developing/updating department policies and procedures/guidelines, as requested by Fire Chief.

Processes purchase orders/vouchers, including receiving/recording invoices, obtaining appropriate signatures, copying, filing, and forwarding to Clerk-Treasurer.

Processes payroll, including receiving/reviewing daily logs for accuracy, recording leave and holidays on employee work record forms, completing payroll sheet, obtaining signatures, and forwarding to Clerk-Treasurer.

Assists in preparation and calculation of department budget planning. Maintains budget accounts on computer, entering appropriations, encumbrances, disbursements, transfers, and receipts, maintaining current balances, and reconciling monthly with Clerk-Treasurer’s records.

Type’s statistical data, accounting tabulations, financial reports, and records.

Interprets and provides routine explanations of fire department policy, city ordinances and fire codes to the public.

Performs related duties as assigned.

JOB REQUIREMENTS AND DIFFICULTY OF WORK – High school diploma or GED, with a minimum of three (3) years of related clerical experience and a minimum of one (1) year of bookkeeping experience, or equivalent combination of education and experience.

The probability of working with highly sensitive and confidential information is extremely likely. Ability to provide public access to or maintain confidentiality of department information and records according to department and city policy, state, and federal guidelines to include HIPAA. This does not prohibit legally protected speech and conduct.

Working knowledge of department and standard office policies and procedures, and ability to apply such knowledge to a variety of interrelated processes, tasks and operations including bookkeeping principles and ability to make arithmetic calculations, maintain accurate records, and prepare related reports.

Working knowledge of standard English grammar, spelling and punctuation, and ability to compose/prepare correspondence, forms and reports, type with speed and accuracy, and properly operate various office equipment, including computer, software, printer, telephone, fax machine, typewriter, copier, and calculator.

Ability to understand and follow oral and written instructions; ability to work alone under minimal supervision and with others in a team environment; ability to maintain personal composure and tact during difficult situations.

Ability to work on several tasks at the same time and complete assignments effectively amidst frequent distractions and interruptions.

Ability to effectively communicate orally and in writing with co-workers, other city departments, and the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities.

Understands fire service techniques, equipment, standards, stays current on related local, state, and federal fire related legislation, and periodically attends training sessions/seminars, as required.

Ability to comply with all employer and department policies and work rules, including but not limited to attendance, safety, and apply OSHA / IOSHA safety regulations applicable to work performed, drug-free workplace, and personal conduct.

Ability to maintain personal composure and tact during difficult situations.

Possession of a valid Indiana Driver’s License and demonstrated safe driving record.

WORKING CONDITIONS/PHYSICAL EFFORT - Incumbent performs duties in a standard office environment involving sitting and walking at will, close vision, hearing sounds/communication, speaking clearly, and handling/grasping/fingering objects.

Incumbent occasionally works evening hours

Job Type: Full-time

Pay: $25.00 - $28.20 per hour

Benefits:

• 457(b)
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Shift:

• 8 hour shift
• Day shift

Work Location: In person