Job Title

Job Family

Job Code

Job Exempt

Senior Administrative Assistant - Fire Deputy Chief

Non_Bargaining

COG59

Pay Grade

Pay Rate Type

Minimum

Midpoint

Maximum

NB105

Hourly

$20.90

$26.64

$32.38

Job Description

Under general direction, supports the Fire Department Deputy Chief or higher level manager by providing confidential and highly responsible varied secretarial and administrative support work. Duties may include: budgeting and fiscal work; contract monitoring; researching; arranging meetings; coordinating projects to ensure they are complete, accurate, and meet deadlines, personnel transactions; prioritizing correspondence, mail, and calls; preparing and/or compiling reports and correspondence for signature; handling inquiries within own capacity; performing a variety of duties, etc. Works independently in completing several administrative projects/processes.

Minimum Qualifications:

High School Diploma/G.E.D. Certificate and four (4) years of progressively responsible secretarial and administrative experience including office management and the use of advance computer skills such as Microsoft Word, Excel, and PowerPoint; or an equivalent combination of education, training, and experience. Demonstration of typing, Microsoft Word, or Microsoft Excel proficiency may be required depending on the area of assignment. May be required to become a Public Notary.

Responsibilities

EXAMPLES OF WORK PERFORMED:

Note: The listed duties are only illustrative and are not intended to describe every function that may be performed by this job class. The omission of specific statements does not preclude management from assigning specific duties not listed if such duties are a logical assignment to the position.

Organizes, researches, and assembles material needed by manager for reports, meetings, conferences, etc. and coordinates scheduling arrangements; prepares and distributes agendas and other pertinent information; attends meetings; takes and transcribes minutes; distributes minutes; and maintains the official records.

Maintains calendar and schedules tentative appointments; advises management and staff of important meetings; and makes travel arrangements for supervisor and staff.

Assists with various administrative projects such as the preparation of annual budget or payroll reporting; monitors expenditure records; and coordinates the preparation of routine assignments and special projects to ensure deadlines are met.

Composes routine memos and correspondence; prepares and types documents for manager's signature, either from general instructions or information obtained from researching files; edits and reviews correspondence, memoranda, reports, and other material for grammar, clarity, and procedural/typographic accuracy; and may reword or reconstruct sentences.

Compiles and prepares detailed financial, statistical, and/or other specialized reports from general instructions; tabulates totals and verifies figures; orders supplies; and reconciles expenses.

Screens telephone calls to determine priority; decides whether it should be handled by supervisor; and refers to other staff/agency as appropriate.

Acts as a liaison between the various managers and officials from other departments, divisions, or sections; may plan and coordinate the work of assigned clerical staff as required.

Transcribes contracts, proposals, policies and procedures, statements, agreements, minutes, memoranda, reports, and other material generally of a technical/specialized subject matter. May take dictation using shorthand or dictaphone.

Establishes and maintains sensitive and confidential files; ensures that the filing system is organized properly; and maintains contracts, agreements, and other important documents for Division.

Operates personal computer and software/programs such as Microsoft Office Suite, Lotus Notes, and various office equipment including printer and scanner, etc.

Performs various functions in support of the assigned area such as: handles parking passes for assigned garages; processes and maintains hold harmless requests for ride alongs; issues badges to retirees, explorers, and PMO using badge software; processes restricted duty paperwork; processes information for payroll; maintains an alternative duty assignments log; handles environmental assessment requests; and processes permit applications and payments.

Performs various administrative duties such as: submits agenda items for Council (Novus); takes minutes at meetings; inputs new hire information; archives terminations; troubleshoots support for users of area software; uploads new/revised policies; runs reports; processes employment forms; handles FF supplemental compensation; generates work orders as needed; follows policies and procedures; assists with ceremonies (setting up/prepping info/cleaning up); and handles IRIS and buck slips.

Performs group maintenance; manages/updates personnel information for FIRE RMS; and serves as the PowerDMS Master Administrator.

Performs other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge of office procedures and methods and use of various office equipment.

Knowledge of English grammar and composition.

Knowledge of basic business math.

Skilled in using MS Office Suite including Word, Excel, PowerPoint, and database applications.

Skilled in using a keyboard at 55 wpmSkilled with taking dictation at a speed of 80 wpm is desired.

Skilled in organizing work.

Ability to prioritize work assignments among conflicting demands.

Ability to proofread documents and identify errors.

Ability to work independently on complex and confidential secretarial assignments.

Ability to establish and maintain an effective working relationship with employees, managers, and the public.

Ability to communicate effectively, both orally and in writing.

ADDITIONAL QUALIFICATIONS FOR PROMOTION: N/A.