Office Associate Iii

Salary: $24.98 - $32.50 Hourly
Location : Fargo, ND
Job Type: Full Time Regular (40)
Job Number: 2023-00319
Department: Fire Department
Division: FIRE DEPARTMENT - SELECT THIS OPTION
Opening Date: 01/02/2024
Closing Date: 1/12/2024 11:59 PM Central
Position Description
Under limited supervision, performs administrative/clerical/office activities to assist department management in administering programs and services offered to the community. Incumbents interact with the general public by providing information and assistance as it relates to the department's activities/services, rules and regulations that requires thorough knowledge of departmental policies, procedures, activities. Incumbents draw upon their knowledge of departmental functions, policies and procedures, etc., as well as precedent and past experience, to solve problems when handling new or unusual situations or when interacting with the public. Problems may require intermediate analysis and interpretation of data. Only the unusual cases, where there is no precedent established, are referred to a supervisor.
Primary Responsibilities
Performs higher level administrative support work for the fire commander staff, where there is some opportunity to reduce expenses and prevent loss through problem solving and high attention to detail. Does not supervise, but may be asked to assist the supervisor by providing training or work direction to other support staff.
Essential Duties and Responsibilities:

1. Provides general administrative office support to the Fire Chief and the department.
   1. Greets visitors to Station 1 and answers the department's main phone line;
   2. Provides and receives information and complaints of both a routine and confidential nature requiring knowledge of departmental policies, procedures, activities, and rules regarding data privacy.
   3. Serves as a resource for fire administration and operations staff in use of office software;
   4. Draws and updates new and existing floor plans for MDC system using General CAD;
   5. Creates, updates and maintains New World database of commercial and apartment buildings and businesses in the city of Fargo;
   6. Uses ArcMap as reference and to add/update geo files for tanks and hydrants in the city;
   7. Maintains database of local AEDs through PulsePoint software/application;
   8. Maintains digital document filing system using Laserfiche;
   9. Sorts and distributes mail;
   10. Tracks and monitors the administrative office supply inventory and arranges for replenishment of items as necessary;
   11. Provides department information based on public records requests following established policies and procedures.

Supports department financial administration.

1. Prepares purchase requisitions received from department staff and submits for supervisor's signature;
2. Acts as backup for department payroll processing;
3. Assists with reconciliation of department staff credit card purchases.

Maintains the Fire Department calendar and works with outside parties in scheduling fire station tours and ride along/job shadows. Coordinates with Fire staff and other City departments to provide technical equipment and physical set-up as requested.

Communicates and maintains working relationships with others in carrying out job functions.

1. Greets visitors to the office and answers telephones;
2. Frequently interacts with the public, vendors, others in the work unit, and across departments to exchange basic fact information as requested or as necessary; interactions occasionally involve the exchange of detailed and/or technical information where the ability to explain concepts is exercised;
3. Using knowledge of department operations and procedures, resolves most public informational requests without referring them to a supervisor or other staff;
4. Receives and responds to complaints of both a routine and confidential nature requiring knowledge of departmental policies, procedures, activities, and rules regarding data privacy; may field escalated calls from less experienced staff;
5. Refers issues and concerns to the appropriate party for resolution as necessary;
6. Exercises courtesy in communicating with other members of the work unit to provide information relating to the work assignment and progress of work or to convey information about conditions or work related needs.

Provides general administrative office support to the department head and/or department.

1. Prepares complex forms, listings, informational and statistical reports, documents, etc. by determining required data, gathering, receiving and compiling data from several sources; comparing information to verify accuracy and formatting data appropriately;
2. Composes and/or types letters, forms, memoranda, and reports from abbreviated notes, tapes, and records;
3. Intermittently transcribes and/or takes minutes of meetings;
4. Prepares agenda items that pertain to the department for City Commission or other Board meetings; compiles packets for Commission/Board members to ensure all necessary information is present and in proper format;
5. Serves as a resource for department staff in use of office software.

Performs general office support activities

1. Processes forms, application and other documents by reviewing forms for completeness, verifying information, performing necessary calculations,coding and entering data into a computer system;
2. Makes copies of materials;
3. Maintains an office filing system;
4. Sorts and distributes mail;
5. Tracks and monitors the administrative office supply inventory and arranges for replenishment of items as necessary.

Performs accounting clerical duties relating to department business.

1. Helps department staff and/or managers with preparation of budget items such as gathering cost estimates, setting up spreadsheet exhibits, etc.
2. Assists with monitoring the department's budget by compiling budgetary information from various sources, drafting budget documents, entering information into proper accounts and generating reports for supervisor's review;
3. Assists in tracking grant funds for department purposes and works with finance department staff to account for grant fund uses;
4. Prepares purchase requisitions received from department staff and submits for supervisor's signature;
5. Manages the administrative credit card account for purchases made by department staff under appropriate budget codes;
6. Reviews payroll entries for the staff and verifies data; does general department payroll input or serves as a backup for payroll.

Performs all job duties in compliance with safety guidelines and with an ongoing awareness of safety practices.

1. Knows and follows department and city rules as well as sound work and safety practices in order to accomplish the job objectives and avoid injury or loss;
2. Wears proper protective equipment when policy requires or conditions indicate a need exists and utilizes proper body mechanics and ergonomics while performing work;
3. When potentially unsafe conditions are observed makes efforts to avoid or correct them if they are controllable and draws them to the attention of the responsible supervisor or safety representative in a timely manner

Performs other duties and activities as assigned

Minimum Qualifications
The job requires an associate's degree and three or more years of previous administrative support experience involving information dissemination, records organization and retention or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above. A driver's license may be required.
Knowledge, skills and abilities include:

• Requires the ability to compose business letters and to proof the work of others for grammar and organization;
• Requires math and algebra sufficient to set up spreadsheets with basic formulas;
• Requires basic knowledge of governmental administrative practices including budgeting, purchasing and records administration;
• Requires advanced knowledge of Microsoft Office applications;
• Requires excellent customer service skills;
• Requires strong attention to detail;
• Ability to establish and maintain effective working relationships with others.
• Knowledge of department and City of Fargo policies and the organization structure of city government to assist with employee and citizen inquires;
• Knowledge of Microsoft Office applications - Word, Excel, Access, and PowerPoint - sufficient to provide advice and guidance on technical questions;
• Knowledge of general clerical/office practices and procedures including basic office workflow procedures;
• Must possess a valid driver's license;
• Ability to learn specialized computer applications including General CAD and ArcMap.
• Ability to work 07:30-12:00, 13:00-16:30 M-F schedule.

Physical Demands
Most work is performed in a normal office environment. Work requires extensive use of a computer, telephone, and other office equipment. Work is generally light with considerable variety. Lifting a box of paper is the heaviest work. There is considerable attention to detail and deadlines. Intermittent travel to other offices is required to attend meetings. The job may involve dealing with and calming individuals who are emotionally charged over an issue.
Activities include stooping, standing, walking, lifting, fingering, grasping, feeling, talking, hearing/listening, seeing/observing, repetitive motions.
Light Work: Physical demands are normally those associated with light work: Exerting up to 25 pounds of force occasionally and/or 10 pounds of force frequently, and/or negligible amount of force constantly to move objects. The job may require dealing with individuals who are emotionally charged.
Some requirements in this job description may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. All requirements are subject to modification to reasonably accommodate individuals with disabilities. Requirements are representative of minimum levels of knowledge, skills, and experience required. To perform this job successfully, the worker must possess the abilities and aptitudes to perform each duty proficiently. This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship. The City Administrator retains the discretion to add duties or change the duties of this position at any time.
Fire Addendum
Scope of Responsibility
Under supervision of the Office Manager, performs duties for the fire department's command staff. This position does not supervise other personnel.
Essential Duties and Responsibilities

1. Provides general administrative office support to the Fire Chief and the department.
   1. Greets visitors to Station 1and answers the department's main phone line;
   2. Provides and receives information and complaints of both a routine and confidential nature requiring knowledge of departmental policies, procedures, activities, and rules regarding data privacy.
   3. Serves as a resource for fire administration and operations staff in use of office software;
   4. Draws and updates new and existing floor plans for MDC system using General CAD;
   5. Creates, updates and maintains New World database of commercial and apartment buildings and businesses in the city of Fargo;
   6. Uses ArcMap as reference and to add/update geo files for tanks and hydrants in the city;
   7. Maintains database of local AEDs through PulsePoint software/application;
   8. Maintains digital document filing system using Laserfiche;
   9. Sorts and distributes mail;
   10. Tracks and monitors the administrative office supply inventory and arranges for replenishment of items as necessary;
   11. Provides department information based on public records requests following established policies and procedures.

Supports department financial administration.

1. Prepares purchase requisitions received from department staff and submits for supervisor's signature;
2. Acts as backup for department payroll processing;
3. Assists with reconciliation of department staff credit card purchases.

Maintains the Fire Department calendar and works with outside parties in scheduling fire station tours and ride along/job shadows. Coordinates with Fire staff and other City departments to provide technical equipment and physical set-up as requested.

Minimum Qualifications, Knowledge, Skills and Abilities
Same as core description, plus:

• Knowledge of department and City of Fargo policies and the organization structure of city government to assist with employee and citizen inquires;
• Knowledge of Microsoft Office applications - Word, Excel, Access, and PowerPoint - sufficient to provide advice and guidance on technical questions;
• Knowledge of general clerical/office practices and procedures including basic office workflow procedures;
• Must possess a valid driver's license;
• Ability to learn specialized computer applications including General CAD and ArcMap.
• Ability to work 07:30-12:00, 13:00-16:30 M-F schedule.

Physical Demands and Working Conditions
Same as outlined in the core description.
The City of Fargo offers a comprehensive benefit package, to include participation in the North Dakota Public Employees Retirement System. For more information on our benefits click
If you are applying for a Part Time Temporary or Seasonal position, you are not eligible for benefits through the City of Fargo.