Administrative Coordinator - Fire
2 days ago
Odessa
Job Description Administrative Coordinator - Fire Department: Fire Reports to: Fire Chief Summary: Under basic supervision, performs a wide variety of administrative, customer service, and technical support functions of a highly responsible nature in relieving a Director of technical, organizational, and administrative duties; performs special assignments and resolves operational issues, using knowledge of the operations and policies of City and Odessa Fire Rescue (OFR) Essential Functions: Essential duties and responsibilities may include, but are not limited to, the following: • Independently plans and coordinates executive support functions and services; provides administrative management of sensitive and confidential issues; exercises initiative and considerable independent judgement in performing administrative functions., • Manages aspects and researches related information for special projects and programmatic assignments, requiring knowledge of operations, policies, and procedures of the City and the OFR., • Assures that Fire Chief's action items are properly processed, managed, and resolved; prepares information necessary for administrative decisions and implementation of policies and decisions., • Maintains calendars, and resolves complex meeting and travel schedules for the Fire Chief. Coordinates meeting rooms and resources; coordinates meeting agendas, minutes, action item lists and presentation materials., • Completes departmental requirements by scheduling and assigning duties to administrative staff, following up on work results., • Processes a variety of administrative forms, maintains and updates City records and information tracking systems; prepares correspondence, reports, accounting records, and administrative documents., • Assists with managing personnel and payroll files; researches files and computer databases; assures all administrative actions are in compliance with City policy, procedures, and guidelines., • Acts as department representative in records management program. Maintains department record information, retention schedule, and destruction log., • Works with administrative staff to coordinate the EMS Lifeline program including planning of advertising campaign, enrollment and records management., • Provides informed and confidential technical assistance to customers and others having business with the City; assists customers with requests, applications, and other documents; retrieves and releases information according to City procedures; explains City rules, policies, and procedures., • Assists the Fire Chief with financial objectives by preparing the annual budget., • Maintains professional and technical knowledge that will aids productivity and efficiency within the department., • Supports the departmental operations with regular and timely attendance., • Supports the relationship between the City of Odessa and the general public by demonstrating courteous and cooperative behavior when interacting with visitors, all Odessa Fire Rescue personnel, and City staff; maintains confidentiality of work-related issues and City information; performs other duties as required or assigned. Essential functions, as defined under the Americans with Disabilities Act, may include any of the representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Minimum Qualifications: Education, Training and Experience Guidelines: High School Diploma/GED required. Associate's degree preferred. 1 year of experience as an Administrative Assistant or Senior Administrative Assistant. Knowledge of: • Policies, rules, and regulations covering specific areas of assignment., • City administration policies, including accounting, budgeting, payroll, purchasing, and personnel rules., • Operations, services, and activities performed by assigned department., • Methods, procedures, and standards for public sector accounting, record keeping, file maintenance, and records management., • Methods and techniques of researching and compiling data for reports and presentations., • Customer service principles, protocols, and methods., • Business computers and standard MS Office software applications. Skill in: • Understanding, and applying relevant rules, ordinances, codes, regulations, administrative orders, and other governing regulations., • Interpreting and explaining policies and procedures of assigned department., • Using initiative and independent judgment within established procedural guidelines., • Researching and compiling data for reports and technical documents., • Dealing tactfully and courteously with the public., • Following verbal and written instructions and procedures., • Entering data with high levels of accuracy and productivity., • Establishing and maintaining cooperative working relationships with co-workers., • Communicating effectively verbally and in writing. License and certification requirements: A valid Texas State Driver's License is required. Specific technical training and certification may be required for some incumbents. Must have or obtain a Notary Public within one year of employment. Physical demands and working environment: Work is performed in a standard office environment. Job Posted by ApplicantPro