The City of Marysville is excited to recruit for the Fire Administrative Assistant position! Below is the job description for a better understanding of the position and the skill set desired.
JOB SUMMARY
Under limited direction, the Fire Administrative Assistant performs a variety of responsible, confidential, and complex administrative support duties for a department head; completes technical and functional duties of a clerical nature; interacts frequently with the public and provides information or directs questions and requests to the appropriate staff; and performs a variety of administrative support functions for the fire department as required.
Receives general or limited supervision from assigned supervisor. Exercises no direct supervision over staff. May provide technical and functional supervision to lower level staff.
DISTINGUISHING CHARACTERISTICS
This class is the advanced journey level class of the Administrative classification series that performs the most difficult and responsible types of duties assigned to classes within this series. Responsibilities include performing specialized and technical office support duties to the assigned department or division(s) to ensure efficient service provision. Responsibilities require the frequent use of tact, discretion, confidentiality, and independent judgement as well as a knowledge of departmental and City activities. The work involves frequent contact with the public. This class distinguished from the Administrative Clerk series by the comprehensiveness of its job functions, and the specialized knowledge exercised in the performance of job duties.
EXAMPLES OF ESSENTIAL FUNCTIONS
Management reserves the right to add, modify, change or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.
Essential functions may include, but are not limited to, the following:
- Perform a wide variety of routine to complex administrative and clerical duties, and confidential duties for a department head or designee. Support departmental or divisional operations, including filing, preparing records and monthly reports, accounts payable, ordering and maintaining office and other related supplies.
- Checks and tabulates standard mathematical or statistical data; may summarize such information and prepare periodic reports.
- Responsible for routine purchasing and budget duties; maintain financial, statistical, and/or operational reports and records as applicable.
- Screens calls, visitors, and mail; respond to for information assists and directs the public and callers to appropriate locations/staff; represents the City in a professional and customer friendly manner.
- Create and maintain confidential documents related to operations, personnel and other matters.
- Interpret City policies, rules and regulations related to assigned work.
- Weed abatement and fire prevention administrative duties.
- Prepare comprehensive reports, compile annual budget requests, recommend expenditure requests for designated accounts and monitor as appropriate.
- Perform duties related to department personnel administration including coordinating employee orientation, calculating and tracking time sheets and payroll, coordinating department recruitment activities, and processing Personnel Action Forms.
- Research, compile, and analyze data for special projects and various reports.
- Assist in the support of administration in preparing agenda items, staff reports, assembling background material, attending meetings to take minutes, and typing minutes of meetings as assigned.
- When applicable, provide technical and functional supervision as appropriate to lower level staff; recommend organizational procedural changes concerning clerical activities.
- Make travel arrangements, maintain appointment schedules and calendars, arrange meetings and conferences, and schedule facilities reservations as necessary.
- Operate a variety of office equipment including word processing equipment and use a variety of software programs as appropriate.
- Types, originates, formats, proofreads, and distributes a variety reports, letters, and memoranda, including agenda items, bid documents, and documents associated with departmental projects. As appropriate, respond to letters and general correspondence of a routine nature.
- Initiate and maintain a variety of files and records.
- Process various business and special use permits and licenses pertaining to the fire department.
- Assist in the coordination of fire functions for various sanctioned City events.
- Maintains attendance and punctuality that is observant of scheduled hours on a regular basis.
- Performs other duties as assigned.
KNOWLEDGE, SKILLS, AND ABILITIES (position requirements at entry)
Knowledge of:
- Practices and policies related to personnel record keeping.
- City government organization, functions, policies, rules, and regulations.
- English usage, spelling, grammar, punctuation and basic statistics.
- Modern office methods, procedures, and computer equipment and software.
- Business letter writing and arithmetic.
- Organization, procedures, and operating details of the department assigned.
- Filing and records keeping practices.
- Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
Ability to:
- Perform a wide variety of difficult and responsible administrative, secretarial and clerical work with limited supervision.
- Communicate clearly, logically, concisely, and persuasively, both in writing and orally.
- Complete assigned tasks relying on broad descriptions of objectives, rather than on extensive, separate instructions requiring frequent supervision.
- Prioritize workload effectively to meet deadlines under changing conditions.
- Observe, identify and problem solve office operations and procedural issues for the public and with staff.
- Compile and maintain complex and extensive records and reports.
- Maintain confidential data and information.
- Handle multiple projects and meet critical deadlines.
- Exercise a high level of judgment relative to confidential personnel and administrative matters. Exercise discretion and maintain confidentiality.
- Establish, maintain, and foster effective, cooperative working relationships with individuals and groups encountered.
- Use computers and peripherals effectively in the accomplishment of assignments.
MINIMUM QUALIFICATIONS (requirements at entry)
Any combination of education, training, and experience which provides the required knowledge, skills, and abilities to perform the job is qualifying. A typical way to obtain the knowledge and abilities would be:
Education
A high school diploma, or equivalent.
Experience
Three years of increasingly responsible journey level secretarial and clerical experience involving frequent public contact.
PHYSICAL DEMANDS
These functions may be performed with or without reasonable accommodation:
Must possess ability to work in a standard office setting and use standard office equipment, including a computer, vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing in work area and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter keyboard, or calculator and to operate standard office equipment. Occasionally bend, stoop, kneel, reach, push and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push and pull materials and objects weighing up to 10 pounds.
WORK ENVIRONMENT
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Work is frequently disrupted by the need to respond to in-person and telephone inquiries. Employees may interact with upset staff and/or public. Work days can be stressful based on this being a public safety entity and work product deadlines.
