ADMINISTRATIVE ASSISTANT

Department / Division: FIRE / ADMINISTRATION

FLSA STATUS: Non-exempt
CLASSIFICATION: Personnel System
PAY GRADE: 13

Purpose of Job

The purpose of this job is to provide administrative, clerical and computer support to departmental staff. Duties and responsibilities may include, but are not limited to preparing and processing correspondence, payroll, and other documents assisting with developing and compiling various budget and financial documents maintaining files, appointment calendars, and financial or other related reports or documents receiving and disseminating calls, mail, messages or other correspondence performing research functions acting as a liaison between department, government, public and other parties and performing additional tasks as assigned.

Essential Duties and Responsibilities

The following duties are normal for this job. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

Prepares, edits, copies andor types correspondence, memoranda, reports or other related materials assists staff with developing and implementing administrative procedures and practices assists with other projects and events as necessary. Receives, processes, forwards to appropriate staff or replies to incoming mail, telephone calls and correspondence. Maintains calendar of events makes travel and accommodation arrangements if necessary prepares and processes travel reimbursements and other related documents for Management staff. Assists staff, governmental employees, elected officials and the general public by researching and providing information for various purposes and for inquiries into governmental or departmental activities, programs, functions, polices or events may represent department on various committeesboards or in court proceedings, to obtainsupply information, testify, or record minutes. Assists with the development of the Departments budget, compiling cost figures, etc. prepares, maintains accurate record of and monitors department revenues, expenditures, billings, collections and deposits makes necessary line item transfers maintains petty cash fund and account ledgers may serve as fixed assets coordinator for department and prepare reimbursement requests or tax reports. Inventories, assesses need for and orders materials or equipment coordinates, processes, reviews, submits and verifies bids, purchase orders, invoices and authorizations for payment. Collects, enters, maintains, revises and updates various informationcertificates into various computers, recorders, and filingcatalog systems or libraries in an effective and efficient manner ensures work and data are backed up. Greets visitors, ascertains nature of business, assists andor directs the to appropriate personnel. Notarizes official documents. May attend training sessions, conferences, and seminars to remain abreast of current local, state, and federal laws, policies andor procedures related to the Department. Performs other related duties as required by the position.

Knowledge, Skills and Abilities

Knowledge of the principles, practices and procedures of the operations and functions of the Department. Knowledge of office management and human resource management practices, policies and procedures as necessary in the completion of daily responsibilities. Knowledge of all applicable laws, ordinances, policies, standards, and regulations pertaining to the specific duties and responsibilities of the position. Knowledge of established organizational, managerial and human relations methods and techniques. Knowledgeable and proficient with the use of computers and software related to the position. Knowledge of and ability to operate modern office equipment. Knowledge of unified government budget processes and bookkeeping systems. Ability to administer policies, procedures, plans and activities and to monitor the performance of subordinates against measured established goals. Ability to administer operations and staff plans. Ability to develop and implement long-term goals for the department in order to promote effectiveness and efficiency. Ability to keep abreast of any changes in policy, methods, operations, budgetary and equipment needs, etc. as they pertain to departmental operations and activities. Ability to effectively communicate and interact with subordinates, management, employees, members of the general public and all other groups involved in the activities of the Department. Ability to assemble information and make written reports and documents in a concise, clear and effective manner. Ability to use independent judgement and discretion in managing subordinates including the handling of emergency situations, determining and deciding upon procedures to be implemented, setting priorities, maintaining standards, and resolving problems. Ability to comprehend, interpret, and apply regulations, procedures, and related information. Ability to handle the required mathematical calculations. Ability to read, understand, and interpret personnel and financial reports and related materials. Ability to communicate both verbally and in writing.

Minimum Training and Experience Required to Perform Essential Job Functions

High school diploma or equivalent with three years of secretarial, governmental bookkeeping, accounting, computer applications and training, or related experience required an Associates degree in business, secretarial science, or related discipline preferred or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Supervisory experience is preferred. Must be or have the ability to acquire Notary Public status. Must possess a valid drivers license.

(ADA) MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

PHYSICAL REQUIREMENTS:

Must be physically able to operate a variety of machinery and equipment including a computer, printer, typewriter, adding machine, photocopier, facsimile machine, and telephone. Must be able to use body members to work, move or carry objects or materials. Must be able to exert up to forty pounds of force occasionally, andor up to twenty pounds of force frequently. Physical demand requirements are at levels of those for light work.

DATA CONCEPTION:

Requires the ability to compare andor judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.

INTERPERSONAL COMMUNICATION:

Requires the ability to speak andor signal people to convey or exchange information. Includes giving receiving assignments andor directions to co-workers or assistants from supervisors.

LANGUAGE ABILITY:

Requires the ability to read and understand a variety of a computer program guides, maps, publications, policy manuals, informational documentation, directions, instructions, and methods and procedures. Requires the ability to prepare purchase orders, correspondence, and other assorted reports and documentation using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak to people with poise, voice control, and confidence.

INTELLIGENCE:

Requires the ability to learn and understand basic principles and techniques to acquire and be able to expound on knowledge of topics related to primary occupation and to make independent judgements in the absence of management.

VERBAL APTITUDE:

Requires the ability to record and deliver information, to explain procedures, and to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of administrative, technical or professional languages including accounting, personnel, and marketing terminology.

NUMERICAL APTITUDE:

Requires the ability to utilize mathematical formulas add and subtract totals multiply and divide utilize and determine percentages interpret graphs compute discount, interest, profit and loss, ratio and proportion etc. FORMSPATIAL APTITUDE: Requires the ability to inspect items for proper length, width, and shape, visually with office equipment and computer programs.

MOTOR COORDINATION:

Requires the ability to coordinate hands and eyes in using office equipment.

MANUAL DEXTERITY:

Requires the ability to handle a variety of items such as a computer, printer, typewriter, adding machine, photocopier, facsimile machine, and telephone. Must have the ability to use one hand for twisting or turning motion while coordinating other hand with different activities. Must have minimal levels of eyehandfoot coordination.

COLOR DISCRIMINATION:

May require the ability to differentiate between colors and shades of color.

INTERPERSONAL TEMPERAMENT:

Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under moderate stress when confronted with an emergency.

PHYSICAL COMMUNICATION:

Requires the ability to talk andor hear: (Talking - expressing or exchanging ideas by means of spoken words). (Hearing - perceiving nature of sounds by ear). Must be able to communicate via telephone. div alignright

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