POSITION: Administrative Assistant

FLSA: NON‐EXEMPT

DEPARTMENT: Fire

PAY RANGE: Grade 13, starting at $15.53/hr

DIVISION: Prevention

SAFETY SENSITIVE: Yes

This classification is a safety-sensitive position as defined by the United States Department of Transportation drug and alcohol testing regulations and/or the Oklahoma Standards for Workplace Drug and Alcohol Testing Act. As a safety-sensitive classification, you will be subject to drug and alcohol testing, including random testing. Marijuana is one of the substances included in the drug panel screening. Possession of a medical marijuana certification will not excuse you from the testing process, or the consequences of testing positive for marijuana

PRIMARY OBJECTIVE OF POSITION:

Under general direction manages the Office of the Fire Department, performs business and administrative type duties in running the office of the Department, and maintains contact with the public and other agencies on behalf of the Department. Work varies, with individual judgment within prescribed procedures required.

ESSENTIAL JOB FUNCTIONS:

· Must be proficient in the use of computers, ability to hear and speak clearly, and communicate effectively

· Physical requirements include bending, stooping, climbing stairs, prolonged sitting, and lifting up to 35#'s (greater with assistance)

· Work is performed in an office setting, however there may be occasions where work is conducted in uncontrollable weather conditions

· Must possess a valid Oklahoma Driver’s License

MAJOR AREAS OF ACCOUNTABILITY AND PERFORMANCE:

· Performs secretarial skills of typing, proofreading, processing a variety of documents, including letters, memos, agendas, reports, statistical charts, forms from rough drafts, and verbal instruction using word processing

· Acts as a receptionist, answers telephone and in‐person inquiries, refers callers as appropriate

· May be asked to monitor office responsibilities and functions for department budget and financial activities

· Assists the Fire Chief and/or Deputy Fire Chief in coordinating the department’s program operations as directed

· Processes standard purchasing and other record keeping documents as assigned

· Prepares agenda packets, reports, documents for distribution and minutes of meetings as directed

· Checks records and forms for accuracy and completeness, sorts and files documents and records, and maintains hard copy and electronic filing systems

· Compiles and verifies information and data for basic statistical and financial reports

· Receives, sorts, and distributes incoming and outgoing correspondence

· Performs other general clerical duties related to assigned functional area or department

· Is responsible for proper use and maintenance of office machines and equipment

· Sets up and coordinates meetings, conferences, travel and itinerary schedules for department personnel as appropriate

· Performs other duties as may be required

· Works with information which is often limited and confidential

· Work requires substantial and constant contact with the public and fellow employees where confidentiality and the use of tact and diplomacy is required

· Hazards and discomforts are minor and controllable

· May be asked to deliver firefighter rehab supplies (water, etc.) to extended duration fire and emergency scenes (will not, under any circumstances, be asked to enter a hazard zone)

· Works with designated department personnel to maintain proper inventory of station supplies

· Schedules department appointments to include meetings for the Fire Chief and Deputy Fire Chief, station tours, requested department appearances and annual personnel physicals as directed

· Prepares and submits National Fire Incident Reporting System documentation as directed

· Responsible for maintaining department professional organization memberships as directed

SUPERVISION RESPONSIBILITY: None

EDUCATION, TRAINING, AND EXPERIENCE REQUIREMENTS:

· Graduation from high school or equivalent supplemented with additional training or experience in Office Management

· Computer experience required using a personal computer, to include word processing and spreadsheet programs

· Three years of progressively responsible secretarial experience (office management experience desired)

· Must possess a valid Oklahoma Driver’s License and maintain a status of insurability

EXAMPLE OF PERFORMANCE CRITERIA AND EXPECTATIONS:

· Directs and monitors assigned department office activities; oversees correspondence and record management relating to the department as appropriate

· Requires substantial and constant contact with the public where the use of tact and diplomacy is required

· May be exposed to irate customers

· Establishes and maintains effective working relationships with fellow employees, Federal, State, other agencies, and the public

· Must possess excellent writing skills, problem solving skills, and proficient in proper usage of grammar

· May be required to work overtime as needed

· Performs such other duties that may be assigned

· Requisitions purchase orders and submits for payment

· Able to learn and become proficient in the use of department Firehouse software package

Reasonable accommodations may be made to enable individuals with disabilities to perform any nonessential function.

City of Shawnee

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