Administrative Assistant (Fire Department)
il y a 9 jours
San Angelo
Job Description GENERAL PURPOSE: Provides skilled secretarial support to assigned management personnel; coordinates administrative operations for area of assignment; prepares and processes various types of correspondence, reports, and other documentation; maintains departmental records and files; conducts a variety of general accounting tasks; and performs other related duties as assigned. PRIMARY DUTIES AND RESPONSIBILITIES: The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees 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. • Coordinates departmental clerical operations for area of assignment., • Provides skilled administrative support to a manager and/or other departmental personnel., • Answers, screens, and directs incoming calls; documents and distributes phone messages., • Greets and directs visitors to appropriate City departments and/or personnel., • Provides information and assistance to the public; responds to inquiries regarding departmental operations, policies, programs, events, and/or services; receives public complaints., • Coordinates meetings, appointments, and/or other functions., • Coordinates public events for the department., • Prepares, processes, copies, files, and distributes correspondence, memorandum, or other types of documentations; designs and produces forms, brochures, announcements, bulletins, and/or banners., • Compiles and/or analyzes data; prepares, generates, and/or submits various types of reports as required by City departments and outside agencies., • Performs data entry; updates and maintains departmental records, files, filing systems, and databases; coordinates and schedules the transfer, archiving, and destructions of records as assigned., • Processes accounts payable and/or receivable; assist in payroll, purchase orders, and requisitions; assists in the preparation of departmental budgets., • Assist in the order and distribution of department assigned uniforms., • Prepares and maintains records of internal deposits., • Produces and maintains records of Public Information Requests pertaining to medical records; to include the billing for medical records requests., • Coordinates the ordering of departmental supplies, equipment, and department uniforms; obtains vendor quotes and bids as required., • Collects, processes, and distributes incoming and outgoing departmental mail., • May provide training and/or supervise the work activities of assigned personnel., • Performs other routine and/or specialized duties relative to area of assignment as required., • Hours: M-F; 8AM-5PM, • Regular and timely attendance is required., • Other duties as assigned. MINIMUM QUALIFICATIONS: High School Diploma or equivalent. Education and Experience: • Two years' experience as an administrative assistant; OR, • An equivalent combination of education and experience. Required Licenses or Certifications: • A driver license with a good driving record is required., • Applicants with an out-of-state driver license must provide an original certified driving record from the state of driving licensure. Required Knowledge of: • Principles and practices of office administration, • Regulations governing departmental activities., • Records management principles and standards., • Basic accounting and bookkeeping principles., • General office equipment and standard computer software applications., • Customer service standards and protocol. Required Skill in: • Providing skilled secretarial support to management and/or other departmental personnel., • Coordinating clerical operations and activities for area of assignment., • Preparing and processing various types of correspondence and other documentation., • Updating and maintaining departmental records, filing systems, and databases., • Performing a variety of general accounting duties., • Establishing and maintaining cooperative working relationships with other staff, City departments, outside agencies, community organizations, contractors, vendors, and the general public. Physical Demands / Work Environment: • Work is performed in a standard office environment., • Subject to sitting for extended periods of time, standing, walking, bending, reaching, and lifting of objects up to 25 pounds.