Administrative Assistant II Job Description

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CHARACTERISTICS OF THE CLASS

Under the direction of the Fire Chief, performs specialized administrative duties for the Fire Chief's office.  Incumbent is responsible for relieving the fire department administrative staff (Fire Chief and Deputy Chief) of operational and administrative details and works with considerable independence within the scope of established policies and procedures.  Position requires discretion and diplomatic skill in representing policies and working effectively with City personnel, officials, and the public.  Performs and delegates other work as required.

 

EXAMPLES OF DUTIES

A.  ESSENTIAL FUNCTIONS

Handles clerical details and routine operational administrative matters and transmits orders and instructions with the authority of the Fire Chief and/or Deputy Chief.

Performs public relations functions with the public, department heads, City officials, and other personnel. Schedules and coordinates meetings, conferences, and appointments for the Fire Chief and/or Deputy Chief.

Prepares and maintains departmental records, correspondence, and reports for meetings, notices, agendas, and other matters that pertain to Fire Department personnel.

Prepares replies to correspondence from instruction from the Chiefs or on own initiative; compiles and prepares reports; searches files and other sources to develop background materials and assists in a variety of office tasks as required.

Makes travel arrangements, completes necessary paperwork, and maintains record of itinerary.

Oversees administrative secretarial staff and is responsible for all Fire Department office operations, including payroll, personnel records, and fuel reports.

Assists with various citizen inquires/complaints via phone, e-mail or in-person at the office.

Ability to generate reports from departmental computer programs.

B.  MARGINAL FUNCTIONS

Can be an authorized signature for payment of bills, warehouse requisitions, requisitions, check requests and other documents requiring the Fire Chief or Chief Officer’s signature.

 

REQUIREMENTS

A.  TRAINING AND EXPERIENCE

High school diploma and three years of secretarial experience at the full performance level, or any equivalent combination of acceptable training, education, and experience.  Must have proficiency in the use of Microsoft Word, Microsoft Excel, and Microsoft PowerPoint, along with familiarity with the use of Telestaff and department RMS programs.  Ability to type with speed and accuracy.

B.  KNOWLEDGE, SKILLS, AND ABILITIES

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

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

Ability to use a typewriter or computer keyboard and type with proficiency which requires the use of fingers and hands.
    
Skill in the use of digital office equipment including laser printers, scanners, modems, computer-based fax systems, and mass storage systems including CD-ROM preferred.

Skill in communications, including proficiency in English, grammar, and sentence structure, as well as the ability to provide complicated or detailed information through written and verbal communication.  

Ability to compose effective and accurate correspondence and reports to provide complicated or detailed information.

Ability to make independent decisions and to assist in routine Managerial decisions.

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

Ability to follow complex written and oral instructions.

Ability to work under extreme pressure and deal with non-routine matters.

Ability to operate modern office equipment such as copier, computer terminal, calculator, typewriter, Fax machine, and Fire Department radio.

Ability to compose effective and accurate correspondence and reports.

Able to be available on call during emergencies such as hurricanes, tornados, and other weather related incidents which require being away from your home for any given time.   

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 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 yd.

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