Administrative Assistant- Fire Administration

JOB OPENING

CITY OF FARMINGTON

JOB POSITION #148: Administrative Assistant - Fire Administration

NUMBER OF VACANCIES: 1

DEPARTMENT: Fire/Administration

WORK LOCATION: 301 N. Auburn, Farmington, NM

HIRING RANGE: $19.5182 to $30.3725/hourly

PAY CLASS: I

DAYS WORKED: Monday-Friday

HOURS WORKED: 8:00 a.m. - 5:00 p.m.

TYPE OF POSITION: Regular, Full-Time

APPLICATIONS WILL BE RECEIVED THROUGH: Tuesday, September 3, 2024

JOB DUTIES

Part of the hiring process will consist of computer literacy testing. Should you be selected to complete computer literacy testing, you will receive an email. All testing is online based.

ESSENTIAL DUTIES

Performs a variety of administrative, technical and professional work in providing information, assistance, and/or reports to the public, City Departments, and State and Federal agencies.

Using excellent customer service skills, establishes and maintains effective working relationships with other employees, officials, and all members of the general public.

Operates a motor vehicle to assist in carrying out the business of the department and the City.

Works under the supervision of the Fire Chief.

May supervise support personnel, or other part-time or temporary staff as assigned.

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

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

Coordinates the development and distribution of information regarding programs, services, activities, issues, policies and procedures of the Fire Department.

Reviews and evaluates written publications of the department and makes recommendations and changes.

Serves as a liaison and spokesperson between the Fire Department and the public.

Assures that assigned areas of responsibility are performed within budget; performs cost control activities; monitors revenues and expenditures in assigned area to assure sound fiscal control; assists in the preparation of annual budget request; reviews and analyzes budget requests.

Prepares a variety of studies, reports and related information for decision-making purposes; conducts research, analysis, and prepares recommendations regarding proposals for programs, grants, services, budget, equipment, etc.

Responsible for the research, data collection and preparation of reports and other written or visual material used for grant applications, public presentations, news releases, special projects, etc.

Will be required to attend scheduled meetings and take minutes.

Plans intra-department meetings, conferences, and training sessions.

Arranges travel for Command Staff officers and civilian personnel, adhering to City rules and regulations.

Prepares and maintains department calendars.

Schedules appointments and performs other administrative and clerical duties.

Assists in the procurement of department materials and supplies; prepares and processes orders for department supplies, purchase requisitions, travel requests, etc.

Responsible for Department procurements cards, including submission of applications, inputting proper account codes for all transactions, and reconciling statements.

Assists in the development of short and long range plans; gathers, interprets and prepares data for studies, reports and recommendations; coordinates activities with other departments and agencies as needed.

Develops or updates functional or operations manuals outlining established methods of performing work in accordance with departmental policy.

Answers and operates central telephone system and routes callers or provides information as required.

Receives the public and answers questions; responds to inquiries from employees, citizens and others, and when necessa