Part-Time Fire Administrative Assistant

Definition

This is an entry-level, part-time position with the Fire &Rescue Services Department. An individual in this position will provide administrative and clerical support to senior members of the department results in excellent services consistent with a High-Performing Organization (HPO). Reporting relationship: Fire Chief May be assigned tasks from all divisions. Will support any and all divisions within the fire department.

Examples of Work

• Complete administrative duties by organizing and setting up meetings; maintain filing systems; order office supplies and equipment; prepare purchase requisitions; maintain conference rooms schedule;

• Process requests for information; maintain daily calendar; make travel arrangements for department members; input timesheets; maintain various databases; prepare and distribute various reports; schedule public education and smoke detector inspection requests and other activities; make purchases; and review purchasing card statements for accuracy; facilitate the coordination and set-up of department events including working the event as support staff.

• Complete clerical duties including transcription of various meeting minutes, correspondence, memos and letters; issue department policy under direction of the fire chief; process various city or departmental forms; answer phones; greet visitors; copy, fax and email documents; distribute documents and information to other departments; process mail; and scan images for electronic storage and/or distribution;

• Complete departmentally related duties by processing work orders; monitor expenditures; schedule special events for the Fire Department;

• Maintain department personnel information; coordinate and review for accuracy annual certification renewals of department members;

• Perform other related duties as assigned;

• Subject to emergency event recall.

Education, Experience, or Certification

High School Diploma or General Education Development (GED) Certificate and a minimum of one (1) year of professional related experience required. An associate degree or higher is desired. Prior experience in Fire Department Administration desired.

Supplemental Information

The Department of Human Resources & Organizational Development may consider an equivalent combination of education, training and/or experience.