Administrative Assistant II - Fire Department

Application Deadline: July 18, 2024 

Position Function - Under the direction of the Director and/or designee, performs executive level administrative clerical responsibilities.  Duties include, but are not limited to, record keeping; drafting contracts, correspondence, letters and/or agenda packet items; manage department calendars; research; data compilation and spreadsheet analysis; guest services; procurement; billing; attending and scheduling meetings; and making travel arrangements.  Performance of duties requires independent judgement and the ability to work with confidential information. 









Essential Duties% of Performance


Performs executive level administrative clerical responsibilities.  Duties include, but are not limited to, record keeping; drafting correspondence, letters, agenda packet items and contracts; manage department calendars; research; data compilation and spreadsheet analysis; guest services; billing; attending and scheduling meetings; and making travel arrangements. Provide timely and effective customer service in person, via email and/or on the phone in office or when serving as the primary back-up to the     department.45%
Performs duties to plan coordinate, prepare, and execute programs and special events. Duties include, but are not limited to, serve as liaison for assigned boards and committees and attend meetings; and coordinate and plan receptions and special events.35%Performs duties to coordinate, prepare, and track division's annual budget, and coordinate payroll activities. Duties include, but are not limited to, work with staff to prepare necessary documentation; collect data and perform research; coordinate and track the procurement of goods and services; prepare paperwork to request and track budget transfers. Responsible to ensure that budget and procurement related duties are performed and tracked in a timely and accurate manner.15%Performs additional duties as assigned.5%



Total:100%








Physical DemandFrequency



BalancingO



BendingR



CarryingF



ClimbingN
LegendCrawlingR



CrouchingO
C - ContinuousFine DexterityF



Foot ControlsO
F - FrequentlyHandlingF



HearingC
O - OccasionallyKneelingR



LiftingO
R - RarelyPushing/PullingF



Reaching F
N - NeverStandingO



SittingF



StoopingO



TwistingO



VisionC



WalkingF












Physical Demand Descriptions(The following descriptions are provided as an example of potential physical and/or sensory activities and does not address the potential for reasonable accommodation; it is intended as general examples of possible physical/sensory demands that might occur during the performance of the position functions/duties, and are not intended to be all inclusive.)Bending/Climbing/Balancing - 25lbs - picking up supplies, files and file boxes, stairs and step stool/ladder, walking, carrying, standing, holding supplies, etc.Carrying/Lifting - files, filing, office supplies, work aids, etc.Fine Dexterity - telephone, keyboard, "ten key" or calculator, computer work, typing, desk work, filing, etc.Foot Controls - driving, walking, stairs, step stools/ladders, etc. Hearing - customer interaction, telephone, verbal directions received, etc.Pushing/Pulling/Reaching - supplies, files, retrieving, storage shelves, rolling carts, etc.Standing - making presentations, assisting customers and staff, directing meeting set-up, errands, etc.Sitting - desk work, meetings, driving, etc.Vision - computer and desk work, budget, invoices, driving, etc.Walking - to and from office, around office, to and from buildings, assisting customers, errands, etc.Machines, Tools, Equipment and/or Work Aids(The following list is intended to provide examples of possible machines, equipment, tools and/or work aids that might be needed to perform position functions/duties and should not to be construed as a comprehensive or complete catalog.  This list does not include and does not supersede any requirements with respect to safety or protective equipment, uniforms, apparel, gear or apparatuses required for the performance of any duties described herein.)Audio/visual, Calculator, Computer, Copier, Facsimile, Keyboard, Office Supplies, Scanner, Software, Telephone, Vehicle, etc.EnvironmentDuties are generally performed in an office environment. Possible exposure to dust, indoor allergens, and electricity. Requirements/Knowledge/Skills/AbilitiesRequired knowledge and experience is normally obtained through the completion of a High School Diploma or GED, and five (5)