Fire Department Administrative Assistant

GENERAL PURPOSE:

Under general supervision performs a variety of routine and complex clerical, secretarial and administrative work in keeping official records, providing administrative support to the Fire Chief; coordinates scheduling for a variety of administrative services and functions for the department; assists in the maintenance and tracking of operating expenses within the budget; and performs a variety of office support work for the department.

PRIMARY DUTIES AND RESPONSIBILITIES:

The following duties are not intended to serve as a comprehensive list of all duties performed by the individual in this classification, only a representative summary of the primary duties and responsibilities.  Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties as assigned.

• Provides customer service; answers telephone calls and speaks with customers regarding complaints, requests, and inquiries; screens telephone calls; responds to questions or refers to appropriate party; and speaks to vendors and/or contractors.
• Provides administrative support to the Fire Chief and others within the department; schedules appointments and meetings; monitors, coordinates, and manages calendar, makes changes as needed; provides reminders of meetings; reviews, sorts, and distributes mail; prepares meeting agendas and summaries; ensures the Chief is provided with all necessary materials required for meetings.
• Prepares or oversees the production of correspondence, memoranda, agendas, schedules, and various types of statistical/administrative reports; proofreads documentation; ensures all paperwork is completed and signed by the appropriate party; logs and keeps records of paperwork signed; maintains and files confidential forms and documentation; and constructs and maintains databases.
• Maintains records of departmental expenditures; assists in preparation of department budget estimates; collects and compiles statistical, financial, and other information for special or periodic reports; coordinates departmental contract processes and proactively advises management of contract deadlines; initiates and troubleshoots purchase orders, invoice payments, billings, as well as processing department-wide dues/memberships; and coordinates financial troubleshooting.
• Operates a variety of office equipment including copiers and computer; utilizes various computer applications and software packages; enters data; maintains and generates reports from a database or network system; inputs, maintains, and utilizes data to develop reports using spreadsheet software; creates, formats, and revises charts, graphs, flowcharts, worksheets, booklets, brochures, and forms using word processing, desktop publishing, and other computer applications.
• Creates, updates, and maintains records and file systems for personnel, contracts, agreements, and programs.
• Acts as custodian of departmental documents and records; researches reviews and fulfills records request for fire, EMS and other related departmental information in compliance with all appropriate confidentiality policies including HIPAA.
• Maintains inventories and orders office supplies and materials.
• Supports the relationship between the City of Belton and the constituent population by providing excellent customer service; promotes the City goals and priorities in compliance with all policies and procedures; maintains absolute confidentiality of work-related issues, client records and City information; and performs related duties as required or assigned.

MINIMUM QUALIFICATIONS:

Required knowledge, skills, and abilities:

• Ability to perform cashier duties accurately; ability to effectively meet and deal with the public; ability to communicate effectively verbally and in writing; ability to handle stressful situations.
• Demonstrating a positive customer service orientation with both internal and external clients.
• Performing responsible secretarial and office support duties involving the use of independent judgment and personal initiative within established guidelines, policies, and procedures. 
• Preparing clear, concise reports, correspondence, and memoranda.
• Implementing and maintaining filing systems.
• Work organization and office management principles and practices.
• Processes, procedures, and practices of budget monitoring and administration.
• Customer service and public relations methods and techniques.
• Pertinent federal, state, and local laws, codes, and regulations.
• Communication techniques and strategies to facilitate responding to inquiries and routing calls and customers to the appropriate staff member.  
• Basic bookkeeping and mathematical principles and