AFRD Executive Assistant, Sr

Position open until 12/5/2024

Salary Range: $52,681.41 to $87,768.10 annually

General Description and Classification Standards

Provides analytical and administrative support to the Atlanta Fire Rescue Fire Chief’s Office. 

Duties include, but are not limited to: 

• Supervising administrative support staff, temporary employees or interns. 
• Prepares, reviews, distributes, and or files routine correspondence, memoranda, letters and reports. 
• Attends staff and other meetings and takes notes or minutes. 
• Plans and/or coordinates meetings within departments or across departments. 
• Carries out special projects of an administrative or office operations nature. 
• Answers calls, responds to general phone, email, or written inquires. 
• Relays messages; receives, processes, and distributes mail. 
• Maintains department records and files.
• Initiating policies
• Developing programs
• Maintaining communication links with senior management
• Planning and implementing community outreach activities
• Tracking regulations
• Researching funding opportunities
• Developing performance measures
• Providing direction on managerial or administrative policies and procedures
• Preparing productivity information and workload evaluations
• Responding to public inquiries concerning City operations, policies, or other activities

Supervision Received 

Works under minimal supervision; can set own work sequence and pace within process/department limitations. 

Essential Duties & Responsibilities These are typical responsibilities for this position and should not be construed as exclusive or all inclusive. May perform other duties as assigned. 

• Collates, binds, and stores computer generated reports.
• Coordinate calendar events to include planning/scheduling appointments, meetings, and interviews; updates on a regular basis; contacts parties involved, as appropriate.
• Examines reports, other draft material, purchase orders, vouchers, and permit applications for errors; corrects errors before producing final copy.
• Identifies equipment or office material deficiencies; sends requests for repair, maintenance, or replacement of equipment; orders new supplies.
• Conducts operational reviews and productivity studies of City operational departments for efficiency.
• Compiles and presents a final report of findings and suggested recommendations for improvement to the appropriate department or parties. 
• Responds to inquiries, complaints, suggestions etc. from a variety of sources, both public and private. Performs special projects such as financial, operational or management audits and privatization feasibility studies. 
• Utilizes various financial flow charts, statistical reports and management reports for the purpose of analyzing and compiling studies or recommendations. 
• Provides technical assistance to various citywide commissions and task forces. 
• Communicates results of studies and recommendations to executive officers, council members, commissioners, managers and their staff. 
• Answers informational requests from Commissioners and Council members concerning actions proposed, etc. 

Decision Making 

Uses independent judgment and discretion including the handling of emergency situations, determining, and deciding upon procedures to be implemented, setting priorities, maintaining standards and resolving problems. 

Leadership Provided 

Typically has formal project management and/or skills development responsibilities. 

Knowledge, Skills & Abilities This is a partial listing of necessary knowledge, skills, and abilities required to perform the job successfully. It is not an exhaustive list. 

• Knowledge of management and administrative practices, policies and procedures. 
• Skill in effectively communicating and interacting with management, employees, members of the general public and all other groups involved in the activities of the City. 
• Ability to develop and administer operations and staff plans and objectives. 

Minimum Qualifications

Education and Experience 

Bachelor’s degree in business or public administration, or related field. 5 years' of management experience in; public relations, communications, or related area including supervisory experience required; or any equivalent combination of education, training and experience which provides the requisite knowledge, skills and abilities for this job. 

Preferred Education & Experience 

Bachelor’s degr