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1. TASK & DUTIES LIST AND MEASURES OF PERFORMANCE FOR: FIRE DEPARTMENT ADMINISTRATIVE ASSISTANT

• PAY STATUS: NON-EXEMPT

2. REQUIREMENTS:

Education:

Graduation from High school or GED with specialized course work in general office practices such as typing, filing, accounting and bookkeeping. Two (2) years increasingly responsible related experience or any equivalent combination of related education and experience.

Licensing, Registration or Certification:

Background check must be satisfactory.

Pre-employment screenings must be passed.

Must possess and maintain a valid vehicle operator license.

Experience Education listed above with experience outlined above.

Skills, Knowledge and Abilities:

Ability to communicate ideas effectively both orally and in writing, with people on all levels.

Ability to speak and read the English language.

Ability to establish and maintain effective working relationships with City officials, department heads, associates and the general public.

Working knowledge of computers and electronic data processing, working knowledge of modern office practices and procedures; some knowledge of accounting principles and practices.

Skill in operation of telephones, computer software, copy/fax machine, postage machine, base radio and calculator.

Ability to handle stressful situations.

Physical:

Body Positions: Standing, walking, sitting,

Body Movements: Frequently use hands to finger, handle, feel or operate objects, tools, or controls. Reach with hands and arms. Must frequently lift and/or move up to 25 pounds. Driving.

Body Senses: Sight, hearing, speech and smell. Must be able to speak and hear. Specific vision abilities include close vision, and the ability to adjust focus.

Mental:

Language Ability to read, speak and write English. Ability to effectively communicate and project positive attitude. Must be able to communicate effectively verbally and in writing.

Supervision Exercised: None

Reasonable Accommodations: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

3. WORKING CONDITIONS:

Work is performed in an office setting. The noise level is usually quiet.

4. TASKS and DUTIES OF JOB: General Definition:

Performs a variety of routine and complex clerical, secretarial and administrative work in keeping official records, providing administrative support to the Fire Department staff and assisting in the administration of the standard operating procedures of the department.

1 Maintains the required confidentiality of all work. Most matters are confidential.

2 Answers and operates the department telephone system and routes callers or provides information as required.

3 Receive the public and answers questions, responds to inquiries from employees, citizens and others and refers, when necessary, to the appropriate person.

4 Assists in procurement of department materials, equipment, and maintains supplies by obtaining prices, placing orders and preparing purchase orders for the appropriate departmental signature.

5 Composes, types and edits correspondence, reports, memoranda, standard operating procedures, and other material requiring judgment as to content, accuracy and completeness.

6 Prepares department payroll and documents annual, sick and other leave records.

7 Operates office machines or computer as required to carry out assigned duties.

8 Receives, stamps and distributes incoming mail and processes outgoing mail. .

9 Inputs data to standard office and departmental forms; makes draft productions to various reports such as monthly and yearly reports, fire code inspections hydrant flow test and training reports.

10 Provides preparations of records such as notices and minutes of staff meetings.

11 Acts as custodian of departmental documents and records.

12 Schedules appointments and performs other administrative and clerical duties.

13 Maintains a positive working relationship with the public, co-workers, City Officials and all other contacts.

14 Assists in training new members, as assigned.

15 Any and all other duties assigned by the Fire Chief.

5. MEASURES OF PERFORMANCE:

1 Has a thorough understanding of job duties.

2 Shows an interest in job and City. Represents the City in a professional and ethical manner.

3 Communicates effectively with co-workers, supervisors and community. Maintains positive relationships with co-workers and all contacts.

4 Accepts and adapts to change, Learns new things quickly.

5 Cares about quality-rarely makes errors, Requires little direct supervision.

6 Has ability to multi task in changing situations, without undo stress or frustration.

7 Practices quality employee/customer service/phone manner.

8 Accurate in duties as assigned.

9 Prepares required reports accurately and timely.

10 Strives to develop and maintain skills necessary to progress in the Fire Department Administrative Assistant Position. Seeks opportunities to grow and develop in position.