Fire Department Administrative Assistant
Nature of Work:
This is very responsible accounting and administrative work assisting with a variety of accounting and administrative functions for the Fire Department of Jefferson City. Activities associated with the position include assisting with a variety of administrative and accounting functions, responding to inquiries and requests for assistance from the public, employees, local officials, vendors, etc. and answering incoming calls to provide general assistance and/or referring the caller to the appropriate party when necessary. Additional duties include assisting with the preparation of reports, memorandum, and correspondence for the Fire Chief and Fire Department staff, assisting with monthly reports, and entering information into computer databases and the Fire Department records management system. Further duties include serving as the department’s community outreach coordinator. Job responsibilities require experience performing a variety of administrative functions, considerable experience dealing with the public, good organizational, intrapersonal, and decision-making skills, and dedicated attention to detail. As the community outreach coordinator, duties include collaboration with department personnel and external stakeholders to identify and prioritize community risk reduction initiatives, assist in the development and implementation of community risk assessments and hazard mitigation plans, organize, manage, and participate in educational campaigns, workshops and training sessions on fire safety, prevention, and risk reduction in the community. Job performance is evaluated by the Fire Chief through reviews of timelines, thoroughness and accuracy of administrative transactions, ability to meet deadlines and reporting requirements, organizational and decision-making skills, and the ability to interact effectively with co-workers, local officials, visitors, and citizens.
Illustrative Examples of Work:
- Assists with maintaining administrative records including vendor records and invoices, financial records and reports, correspondence, and memoranda, etc.
- Enters information into the computer and verifies the accuracy of all information.
- Answers the phone and takes messages or answers questions from the public, local officials and/or employees and refers them to the appropriate party for resolution.
- Assists with he creating and maintaining of office files, filing all important correspondence, and supporting documentation, letters, etc.
- Schedules and tracks the use of the fire department raining room on the Fire Department Electronic Calendar of Events.
- Research, initiates, and completes purchase requisitions, purchase orders and verification of order delivery.
- Completes and submits Materials Receiving Reports (MRRs) for the department.
- Assists with filing all invoices and purchase orders.
- Submits invoices to the Fire Chief or his designee for approval when required.
- Plans, coordinates, and assists with various public relations events and activities for the Fire Department.
- Works closely with community organizations, schools, businesses, and other partners to foster relationships and promote fire safety, injury prevention and risk reduction.
- Assists in the maintenance and coordination of the Fire Department’s social media presence.
- Assists with mail and distribution to the appropriate department area when necessary.
- Collects, compiles, and analyzes data related to community risk reduction efforts and outreach programs.
- Maintains an adequate inventory of office supplies and oversees the operation and maintenance of the office equipment for the Fire Department administrative offices.
- Determines the priorities for daily activities to meet established deadlines and reporting requirements.
- Interacts with other City departments regarding meetings, special occasions, public events, etc.
- Performs related duties as required.
Necessary Requirements of Work:
Graduation from an accredited four (4) year high school (Associate’s Degree preferred) supplemented with additional coursework in bookkeeping, accounting or a closely related field; experience performing governmental administrative activities; strong organization, intrapersonal and decision-making skills; dedicated attention to detail; considerable experience and understanding of computerized software applications, including Microsoft Word, Excel, Outlook and PowerPoint; or any equivalent combination of education and/or experience to provide the following knowledge, abilities and skills:
- Considerable knowledge of the City’s administrative offices operations, including file management, accounting functions, reporting relationships, Fire Department operations, etc.
- Considerable knowledge of general governmental procedures, including purchasing policies and procedures, etc.
- Considerable knowledge of computerized software programs, including database management, PowerPoint, word processing, spreadsheet applications and Fire Department records management software.
- Considerable knowledge of acceptable grammatical form and practice for the generation of correspondence, memoranda, reports, etc.
- Ability to prioritize daily, weekly, and monthly activities to meet all established deadlines and reporting requirements.
- Ability to maintain a high degree of integrity and ethical standards when performing work related transactions.
- Ability to manage multiple task assignments in an organized and effective manner.
- Ability to interact in a considerable, tactful, and professional manner with co-workers, local officials, and the public.
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Skills in the use of contemporary office equipment, including calculators, copiers, computers, printers, and multi-line phone systems.
- Skill in the use and application of software programs (including proprietary software programs) and database management, word processing, spreadsheet applications and the use of electronic mail (e-mail) applications.
Necessary Special Requirements:
- Possession of a valid Tennessee driver’s license and the ability to be insured at standard vehicle liability rates.
Physical Requirements:
- This is light to medium work requiring moderate static, explosive, dynamic and trunk strength and requiring the exertion of up to 50 pounds of force occasionally and up to 5 pounds of force frequently to move objects.
- Work requires considerable flexibility, mobility, and speed of limb movement.
- Work requires moderate effort and stamina.
- Work requires both gross body equilibrium and coordination for balancing, bending, stooping, kneeling, and walking.
- Work requires arm/hand steadiness and manual and finger dexterity.
- Vocal acuity is required for the inspection of small deficits and/or small parts, use of measuring devices, operation of office equipment, determining the accuracy and thoroughness of work, color differentiation, and observing general surroundings and activities.
- The worker is subject to inside and outside environmental conditions.
Pay: From $18.86 per hour
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
