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HomeMy WebLinkAboutAdministrative Assistant - Fire City of Twin Falls Class Specification Administrative Assistant – Fire Class Code Number: 423-20 Pay Grade: 6 FLSA Designation: Non-exempt Effective Date: June 1, 2011 Department: Fire Revision Date: October 2021 Supervisor: Fire Chief General Statement of Duties Performs a variety of administrative support duties and special projects for the Fire Department; performs related work as required. Classification Summary Under the direct supervision of the Fire Chief, the Administrative Assistant operates within accordance of established policies, procedures, and practices to perform a wide variety of administrative tasks and special projects. The nature of the work requires substantial training and experience and a broad working knowledge of the department. This position entails a broad scope of responsibility for administrative support and special projects requiring in-depth knowledge of a specific department function(s), program(s) or project(s). The principal duties of this class are performed in a general office environment. Examples of Work (Illustrative Only) Essential Duties and Responsibilities  Provides administrative support for Fire Department staff and officers, including, answering phones and waiting on customers in a professional manner;  Performs a variety of special project tasks for the department, requiring research, coordination or compilation of data from various sources;  Supplies customers with information, services, and permits; relays messages and/or questions to appropriate person;  Respond to public records requests;  Assist Fire Marshall in scheduling inspections;  Process payroll change of status forms and workers compensation forms for submission to appropriate department;  Prepares documents for the Fire Department such as letters, memos, forms, annual budget preparation, Fire District quarterly board meeting minutes, and any and all documents assigned by the Fire Chief or Battalion Chiefs; Administrative Assistant - Fire Page 2  Ensures all incident reports are entered in the computer by the Captains/Relief Captains and that all reports are accurate and complete;  Prepares the monthly report which includes all monthly activities of the Fire Department;  Monitor staff driver’s license renewals, training reports, and departmental budget;  Assist in preparing departments annual budget;  Post meeting minutes with the Fire District;  Processes all Fire Department invoices on a weekly basis, ensuring each invoice is charged to the proper account and line item;  Process credit card purchases, gather receipts and reconcile statements;  Assists in monitoring and preparing the annual fire department budget;  Reviews all employee training computer entries;  Check in/out all building permit plans for the Fire Marshal;  Files all correspondence, Record of Inspections, sprinkler system plans, daycare center applications, underground/aboveground storage tank permits, personnel information, vehicle maintenance information;  Updates NFPA National Fire Codes and City Codes as new changes and/or supplements are received;  Distributes and sorts all incoming and outgoing mail;  Copies, packages and distributes a variety of written materials as requested;  Responds to citizen inquiries regarding permit processes;  Requisitions supplies and materials for the department as requested;  Interacts with other city department and departmental personnel in the communication of information and safeguards confidential information regarding personnel matters;  Performs all work duties and activities in accordance with City policies, procedures and safety practices. Other Duties and Responsibilities  Performs related duties as required. Knowledge, Skills and Abilities Knowledge of:  Modern office procedures, practices and equipment;  Office operations and administrative support functions;  Departmental programs, policies and operations as applied to the work performed;  Modern office filing systems and procedures;  Bookkeeping procedures, billing and accounts receivable;  Program planning and/or marketing techniques;  Public relations and/or customer service techniques and methods;  English grammar and punctuation;  Database development and maintenance. Skills to:  Operate a calculator, 10-key, fax, copy machine, and other modern office equipment; Administrative Assistant - Fire Page 3  Operate a personal computer and various software applications for word processing, spreadsheets, finance, publishing, etc. Ability to:  Maintain a professional demeanor during stressful situations;  Learn, understand, and interpret laws, rules, regulations, and policies at the local, state and federal level;  Make sound and reasonable decisions in accordance with laws, ordinances, regulations and established procedures;  Conduct departmental related research;  Communicate clearly and concisely, orally and in writing;  Prepare accurate and grammatically correct written reports;  Understand and carry out oral and written directions;  Compile reports from a wide variety of sources and transmit data;  Establish effective working relationships with the public, and staff;  Respond to citizen requests in a courteous and effective manner;  Understand and follow oral and/or written policies, procedures and instructions;  Work daily with matters of confidentiality;  Perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines;  Demonstrate integrity, ingenuity and inventiveness in the performance of assigned tasks. Acceptable Experience and Training  High school Diploma or GED equivalency; and  Three years working experience in an office environment; or  Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work. Essential Physical Abilities  Sufficient clarity of speech and hearing, with or without reasonable accommodation, which permits the employee to communicate effectively;  Sufficient vision, with or without reasonable accommodation, which permits the employee to review a wide variety of written and electronic materials and information;  Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to handle a variety of records and files and to operate a computer;  Sufficient personal mobility, with or without reasonable accommodation, which permits the employee to access office files and visit and distribute materials to other City offices.