General Description
The City of Hamilton is an EEO & AAE. Minorities and women are encouraged to apply.
- Please note that the pay range of this position is highly based on the experience of the candidate selected.*
This is a highly responsible and skilled secretarial work involving the planning, organizing, scheduling, and supervising of secretarial, clerical, administrative support and related activities for the Fire Chief. The work is performed under the general direction and supervision of the Fire Chief but considerable leeway is granted for the exercise of independent judgment. Direction and supervision may be exercised over the work of other clerical and secretarial personnel within the department.
Essential Job Functions
- Supports the Chief of Fire and other administrative personnel on a daily basis and any other departmental personnel as needed;
- Screens visitors, telephone calls, faxes, mail and messages directed to the Fire Chief and other assigned departmental personnel;
- Schedules meetings, conferences and appointments for the Fire Chief and handles related travel arrangements, including reservations, advances and reimbursements;
- Receives requests from the pubic for department-related information and provides such information or directs requests to other appropriate department or City personnel;
- Listens to and processes complaints from the public relating to department or City operations and takes appropriate action to resolve or refer such complaints;
- Receives and organizes mail, faxes and messages for the attention of the Fire Chief and may take actions in response to certain types of communications in accordance with prescribed procedures approved by the Fire Chief;
- Drafts and prepares correspondence, memoranda, agendas and time-sensitive narrative and statistical reports as instructed by the Fire Chief and other assigned department personnel;
- Prepares annual contracts for supplies for a variety of department operations;
- Transcribes correspondence, memoranda, minutes and other materials from shorthand notes;
- Copies, packages and distributes a variety of written materials as requested by the Department Head and other designated department personnel;
- Establishes and maintains department files and records;
- Arranges meetings and conferences for the Fire Chief and other designated department personnel;
- Coordinates preparation for and response to Council Caucus items as necessary;
- Processes department payroll timesheets, personnel notices, clothing allowance, contractual special pays, and department records relating to employee benefits in coordination with the City Personnel Department and maintains related department records and files;
- Requisitions or purchases office supplies and materials: prepares reimbursement records for department expenses; and maintains related inventory records; and maintains office equipment, copiers, and printers;
- Prepares and/or maintains department financial records and compiles related reports as requested;
- Motivates, supervises and evaluates the work of assigned clerical personnel, assisting in the performance of such work as needed;
- Provides training and counseling to assigned clerical personnel as required;
- Observes overall department operations and keeps the Department Head informed concerning potential opportunities and problems;
- Attends meetings, conferences and workshops as requested and authorized;
- Assumes full responsibility for all budgeting functions including: Prepares budget related reports to the Fire Chief and designated departmental personnel, enters and maintains purchase orders, processes invoices for payment, and maintains related supporting records;
- Prepares daily cash reports and processes tuition reimbursements as requested;
- Processes all credit card purchases, attaching supporting receipts, budget codes, and approvals; and maintaining related department records and files;
- Keeps records and files regarding collective bargaining agreements with selected department employees;
- Performs the duties of the Custodian of Records for the Fire Division; maintains and assures compliance to set retention schedule (RC2) by proper destruction or retention of records from all bureaus and offices; processes public records requests as needed with compliance and knowledge of Ohio Sunshine Laws;
- Performs related work as required.
Skills/Knowledges/Abilities
- Thorough knowledge of office terminology, procedures and equipment, including the use of computers and related word processing and spreadsheet applications appropriate to assigned duties, and some knowledge or ability to quickly acquire some knowledge of E-Mail applications;
- Thorough knowledge of department functions, procedures, policies and organization;
- Thorough knowledge of business arithmetic, statistics and English composition and spelling;
- Skill in the original composition, editing, proofreading and final preparation of written materials;
- Skill in the assembly of numerical data and production of statistical reports;
- Ability to type, take and transcribe dictation at a reasonable rate of speed;
- Ability to establish and maintain complex clerical records and files and to prepare written reports from such information;
- Ability to organize and coordinate a wide variety of materials, human schedules and supportive actions;
- Ability to handle a wide variety and high volume of complex clerical, secretarial and administrative support tasks concurrently while under the pressure of fixed time deadlines;
- Ability to perform work with speed, accuracy and attention to detail;
- Ability to make decisions in accordance with established policies and procedures;
- Ability to independently solve problems within assigned areas of responsibility;
- Ability to organize, prioritize, motivate, supervise and evaluate the work of others;
- Ability to establish and maintain effective working relationships with other City employees, supervisory personnel and the general public;
- Ability to communicate well with others, both orally and in writing;
- Ability to handle confidential employee and administrative information with tact and discretion.
Training/Education/Qualifications
Minimum Qualifications:
- Graduation from high school or possession of a G.E.D. (verified for finalists); and
- Two (2) years secretarial experience, including the use of computers and related word processing and spreadsheet applications; and
- Ohio Notary Public.
Preferred Qualifications
- Six (6) months supervisory secretarial experience.
The below information is solely intended as a summary of the benefits available and is subject to change. Not all benefits listed are available for every position. Benefits can vary depending on applicable labor agreements and/or salary plan.
Temporary and part-time positions are not eligible for the benefits listed below.
For specific questions, contact the HR Contact indicated on the Job Posting.
Health Insurance
The City offers comprehensive medical, dental, and vision insurance coverage. The medical plan is a High Deductible Health Plan (HDHP) with a Health Savings Account (HSA) to help cover eligible healthcare expenses. Health insurance coverage begins on your date of hire.
Holidays
For many employee groups, the City provides 17 days (136 hours/year) of paid holiday leave. These include: New Year's Day, Martin Luther King Day, Good Friday, Memorial Day, Independence Day, Labor Day, Thanksgiving Day and the Friday after, Christmas Eve Day, Christmas Day and New Year's Eve.
Life Insurance
After six months of employment, employees are eligible for $10,000 coverage under our group life insurance policy. Additional coverage up to the employee's annual salary ($40,000 maximum) may be purchased. Upon retirement this coverage will be reduced to $4,000. The premiums will be paid by the City.
Voluntary Supplemental Benefits
Life insurance (term and whole life), critical illness/cancer, accident, short / long term disability insurance
Deferred Compensation Plan
This plan allows employees to build a financial reserve for retirement by using pre-tax, payroll deducted contributions. This money is held and invested by the plan's trustees in options selected by the employee. Risk levels vary depending on the options chosen. Participation is voluntary.
Retirement Plans
The Ohio Public Employees Retirement System (OPERS) and the Police and Fire Disability and Pension Fund (PFDPF) are the two plans available to City employees. Both are established by Ohio law and participation is required. Both the employee and the City of Hamilton contribute a percentage (pre-tax) into the system. Members do not pay into the Federal Social Security System. Employees and the City also contribute to Medicare.
EMPLOYEES WHO ARE COVERED BY A COLLECTIVE BARGAINING AGREEMENT (CBA) MAY HAVE BENEFITS THAT DIFFER FROM THOSE NOTED ABOVE. IN THOSE INSTANCES, YOU MUST REFER TO THE CBA FOR SPECIFIC BENEFIT DETAILS. THIS LISTING IS NOT ALL-INCLUSIVE, BUT IS INTENDED TO PROVIDE A BRIEF OVERVIEW.
01
Have you graduated from high school or possess a G.E.D?
02
Do you have at least two (2) years of secretarial experience, including the use of computers and related word processing and spreadsheet applications?
03
If you have at least two (2) years of secretarial experience, including the use of computers and related word processing and spreadsheet applications, please list employers and dates below. If you do not, please list "N/A."
04
Do you currently hold an active Ohio Notary Public commission issued by the State of Ohio?
05
Do you have six (6) months of supervisory secretarial experience?
06
If you do have (6) months of supervisory secretarial experience, please list employers and dates below. If you do not, please list "N/A."
07
Do you have any experience managing payroll? If so, please describe the extent of your experience. i.e. number of employees, complexity of payroll processing.
08
Much of the work conducted in this position requires you to communicate with other Departments within the city. Please describe your experience or ability work interdepartmentally.
09
Do you understand that you will receive email notifications during this recruitment process and will need to continually check your email and respond timely?
10
Did you include your CORRECT email address in your application? Please recheck. Our communication to you will be via email and it's imperative that we have a valid email address.
