Administrative Assistant I Job Description

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CHARACTERISTICS OF THE CLASS

Under the direction of the Fire Chief, performs secretarial and clerical duties in connection with the management of the immediate office of the supervisor.  Incumbent is responsible for relieving the Fire Chief of operational and administrative details and works with considerable independence within the scope of established policies and procedures.  Work assignments are generally oral.  Work is reviewed through observation, conferences, periodic inspections, and for results obtained.  Performs other work as required.

EXAMPLES OF DUTIES

A.  ESSENTIAL FUNCTIONS

Maintains daily records for the State of Florida on fuel consumption for the Fire Department.

Validates and ensures State reporting for Fire and EMS are completed and submitted in the required time frames.

Ensure the accurate recording of work time for fire personnel within Telestaff, generates needed reports, trouble shoots problems and makes modifications to the program as necessary.

Track departmental step increases and report to Personnel.

Submit Payroll for the entire Fire Department including Administration and Firefighting.

Tracks False Alarms and prepares billing requests.

Prepares and submits for approval departmental requisitions for the purchase of supplies and equipment.

Prepare monthly, quarterly and annual statistical reports.

Tracks overtime and training costs for the airport and submits requests for reimbursement on a quarterly basis.

Work with chief officers to develop department monthly activities calendar.

Provide clerical support to fire department staff as necessary.

Demonstrates excellent customer service skills when greeting visitors to the office and answering phone calls.

Update Fire Department documents as necessary.

Handles incoming calls and provides information as needed.

Prepares departmental correspondence as directed.

Makes travel arrangements and maintains itinerary.

Takes minutes and transcribes recordings of departmental meetings.

REQUIREMENTS

B.  TRAINING AND EXPERIENCE

Graduation from High School, GED, or equivalent combination of training and experience.  One year (1) year experience in a wide scope of modern secretarial procedures and practices, stenography, or transcription.  Experience in public contact, previous experience in a secretarial position, or any combination of training and experience.

C.  KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of Business English, spelling, punctuation, and mathematics.

Knowledge of modern office procedures and practices in planning and organizing work to meet goals and objectives.

Ability to work effectively and courteously with the public and other employees.

Ability to follow complex written and oral directions.

Ability to carry out a wide scope of clerical procedures as well as compose effective and accurate correspondence, reports, and similar materials and to deal with routine matters.

Ability to operate or learn the use of modern office equipment such as a copier, computer, calculator, digital recorder, telephone and typewriter.

Skill in typing with accuracy and speed, and skill in transcribing from oral dictation.

Proficient in Microsoft Office applications to include Word, Excel, PowerPoint and Publisher.

Ability to learn and be proficient in MFD Reporting, Target Solutions, Telestaff, Munis and other department utilized software programs.

D.  PHYSICAL AND MENTAL REQUIREMENTS

Ability to see and read letters, numbers, words, characters or symbols which are both large and small.

Ability to print and draw letters, numbers, words, characters, and symbols - must be legible and understood by others.

Ability to use a typewriter or computer keyboard and type at a specific rate of speed which requires the use of fingers and hands.

Ability to hear, speak and understand conversation in English in a normal tone of voice and with an accent.  Use of senses which include sight and hearing.

Ability to lift, carry, push or pull items which may weigh between one and 15 lbs.

Ability to carry items from one point to the other for a distance which may range from less than 10 feet to not more than 300 yds.    

Ability to bend, kneel, or squat and stay that way for periods between one and ten minutes.

Ability to move back and forth and sideways while in a bending, kneeling, or squatting position.

Ability to sit and type continuously for periods longer than 30 minutes.

Ability to carry on conversations with public and other staff members.

THIS JOB DESCRIPTION IS NOT INTENDED TO BE AND SHOULD NOT BE CONSTRUED AS AN ALL INCLUSIVE LIST OF ALL THE RESPONSIBILITIES, SKILLS OR WORKING CONDITIONS ASSOCIATED WITH THE POSITION. WHILE IT IS INTENDED TO ACCURATELY REFLECT THE POSITION ACTIVITIES AND REQUIREMENTS, MANAGEMENT RESERVES THE RIGHT TO MODIFY, ADD OR REMOVE DUTIES AND ASSIGN OTHER DUTIES AS NECESSARY. THIS JOB DESCRIPTION DOES NOT CONSTITUTE A WRITTEN OR IMPLIED CONTRACT OF EMPLOYMENT.  

Revision Date - 3/28/16