Job Duty Summary
Under direction, this position performs highly responsible and confidential administrative functions for the Fire Chief, Deputy Chief(s), Trustees and Commissioners of the District. The position requires extensive computer skills with Microsoft Office. This position is an integral part of the finance division assisting the Fire Chief, Deputy Chief(s), and Board of Trustees by performing various accounting and human resource duties. Other Chief Officers and divisions may require secretarial support and these duties and projects will be assigned by the Fire Chief. This position reports directly to the Fire Chief.
Essential Job Functions
Listed below are representative descriptions of the kinds of essential duties and responsibilities that this position will perform:
Clerical Responsibilities:
- Respond to incoming telephone calls, provide appropriate assistance, take messages or refer to proper party.
- Prepares agendas, information packets and correspondence for meetings. Maintains orderly official records of open and closed session minutes, files and documents. Familiarizes self with the Open Meetings Act and all policies, rules and regulations related to the District.
- Process and mail all Chief’s correspondence. Receives, opens, sorts, screens for importance and prioritizes incoming correspondence.
- Maintains office supplies and equipment.
- Serves as one of the District’s Freedom of Information Officers and responds to FOIA requests as appropriate.
- District liaison with health insurance plan, life and property insurance, and worker compensation insurance companies.
- Manage all liability insurance claims for the District.
- Maintains accident report records
- Maintains files of Ordinances and Resolutions.
- Maintains all Intergovernmental Agreements (IGA’s).
- Maintains all archived files and documents.
- Works with the Local Records Commission for District record disposal.
- Prepares all billing.
Finance Responsibilities:
- Payroll – Assists Deputy Chief as needed with running and calculating payroll. Works with Fire District’s accounting vendor to enter changes and updates to employee files (anniversary dates, promotions which result in payroll changes) into the Districts’ Accounting software system and transmitting direct deposit ACH files to bank.
- Accounts Receivable/Payable - Oversees the internal process of purchase order requests, matching with coordinating invoices and codes for approval. Works with Fire District’s accounting vendor to verify accounts payable purchases in accounting software. Oversees processing of and mailing checks to vendors. Maintains organized vendors files. Maintains District credit card accounts. Works with Fire District’s accounting vendor to produce monthly expenditure report for board packets, complete bank reconciliations by entering and posting cleared checks and processing reports and preparing 1099’s for account payable vendors.
- General Ledger – Works with Fire District’s accounting vendor to enter and post payments received for deposit, process other journal entries as assigned, provide the District’s Treasurer reports and information on a monthly and as requested basis. Assists with year-end District and Pension Fund audit including document preparation.
Human Resource Responsibilities:
- Health Insurance Plan - Perform annual open and new employee enrollment for health, vision, life, dental and drug coverage. Helps maintain individual health insurance files for all full-time employees. Manages Post Employment Health Insurance plan.
- Employee Files - Maintain a wide variety of complex records in an orderly manner, including individual personnel, medical, worker’s compensation, 457 and VEBA plan, child support, and garnishment files. Tracks and provides annual reports for sick, personal, vacation and work reduction day usage. Maintains an accurate seniority list and District roster.
- Miscellaneous Duties - May include worker’s compensation case management, assisting with new hire and promotional testing processes, and other duties assigned by the Fire Chief. Serves as the District’s authorized IMRF agent.
Basic Qualifications – Experience and Knowledge
Knowledge of:
- Must possess a thorough understanding of modern administration methods, general office procedures, strong knowledge of proper business English, and accuracy in spelling. Effective oral and written communication skills are a must. Strong stenography and accurate typing skills are required. Extensive knowledge and experience utilizing Microsoft office products and specialized software used in the District.
- The principles, practices and statutory obligations relative to the maintenance of public records, personnel files and information.
- District policies, procedures, rules and regulations.
Ability to:
- Maintain confidential information.
- Establish and maintain effective working relationships with others.
- Make decisions in accordance with established policies.
- Understand and follow verbal and written instructions from others.
- Make and accurately transcribe dictation.
- Make accurate arithmetic computations.
Education and Training
Minimum Qualifications
- Requires High School Diploma or G.E.D. certificate, Must possess the ability to attain other educational degrees or certifications as required.
- Strong computer software skills and communication skills (verbal and written) required. Strong knowledge of Microsoft Office (Word, Excel, Access, Publisher, Co-Pilot, and PowerPoint) preferred.
- Must possess a valid Illinois State Driver’s license.
- Ability to obtain a Notary Public certification.
Preferred Qualifications
- Associate’s degree in business administration or related field.
- Previous administrative office experience, two years preferred.
Working Conditions
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. While performing the duties of this job, employees are regularly required to sit, walk and stand; talk or hear, both in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment; reach with hands and arms; and lift up to 25 pounds.
Employees are regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve non-routine and complex office administrative problems; use math and mathematical reasoning; observe and interpret situations; learn and apply new information or skills; perform highly detailed work on multiple, concurrent tasks and work under intensive deadlines with frequent interruptions.
