Administrative Assistant

Nature of Work

Job Duties

• Answers phone and in-person requests for information and assistance from the public and staff; handles and records inquiries from the public and refers as needed for further response, while maintaining a calm, courteous and helpful attitude.
• Using a networked computer, prepares correspondence, memos, reports and forms; transcribes dictation and composes routine correspondence as directed.
• Compiles data and prepares reports as instructed by staff.
• Provides confidential assistance to the fire department command staff to ensure information is only received/viewed by eligible personnel with a need to know in accordance with data privacy statutes and City and Department policy.
• Schedules inspections, reinspections and appointments and maintains fire inspection case management system.
• Collects accurate data and processes time sheets to be sent to Payroll, including all data needed for accurate payroll.
• Prepares invoices, receipts, requisitions and processes payments for approval by management staff; ensures an efficient and timely process for managing same.
• Designs and maintains a comprehensive up-to-date filing system for all records that is accurate and easy to manage and use for the Fire Division.
• Directs inquiries to other City departments, agencies and organizations as needed.
• Researches background information to assist Fire management staff to respond to inquiries.
• Schedules and assists in planning various programs, presentations and meetings.
• Coordinates or assists in coordinating department events, station tours, ride-alongs, and community engagement events.
• Informs the management team of concerns from the public that may have a bearing on the effective delivery of programs and services
• Provides support services for other City departments as directed.
• Performs other general administrative support duties as assigned.
• Process personnel action forms and assist with the onboarding of new hires. Ensure step increases are created and processed in a timely manner.
• Disseminates information and reports to the public, other agencies and/or staff as needed.
• Manages department records and responds to data requests in conformance with state statute city policy and department practices.
• Sorts and distributes mail and deliveries as required for the fire department.
• Manages and updates documents and forms on department’s SharePoint.
• Monitors and maintains office supply inventory and keep supply area accessible and orderly.

• Knowledge of standard office processes, equipment and software as well as ability to learn and use specialized Fire Department-specific software.
• Ability to create and maintain a comprehensive, efficient filing system.
• Ability to communicate effectively and create and maintain a positive work environment, including in times of stress.
• Ability to prepare reports and correspondence with proper spelling, grammar, punctuation, word choice and tone.
• Ability to work independently, be self-motivated and organize and prioritize daily work.
• Ability to perform administrative support work in a timely and accurate manner.
• Ability to track and manage daily workflow through the Department.
• Proficiency in the use of office equipment, including networked personal computer using Microsoft Office , Laserfiche and fire -department specific software.
• Ability to establish and maintain effective working relationships with others and maintain confidentiality.

• Ability to arrive at work on time when scheduled.

Qualifications

• Two years of progressively responsible administrative support experience including preparing reports and correspondence and managing a filing system.
• High School Diploma or General Education Development Certificate (GED).

• Experience working in a public safety environment
• Fluency in Spanish, Somali, Vietnamese or other non-English language prevalent in the City of Richfield

Supplemental Information

• Ability to sit, talk, and listen for extended periods of time. Ability to climb stairs, stand, bend, stoop, reach, manipulate doors, drawers and locks.
• Ability to use fine motor skills to operate a computer and office equipment and to collect materials for meetings.
• Specific vision abilities required include close vision and the ability to adjust focus.
• Ability to occasionally lift and/or move up to 25 pounds.

The City of Richfield, MN offers a complete and comprehensive benefits package to full-time employees, including:

• 100% employer paid Medical and Dental coverage for single enrollment, plus employer contribution to HSA
• Significant contribution towards spouse, child(ren), and family coverage
• Flexible Spending Account options
• 100% employer paid Short-Term Disability insurance
• 100% employer paid Long Term Disability insurance
• 100% employer paid Basic Life and AD&D insurance
• Opportunity to request participation in our modified work schedule program (choose one regular day off every other week), depending on position
• Opportunity to request to participate in a flexible work schedule with remote work options, depending on position
• Wellness program which includes earning up to 8 hours of paid time off after participation in wellness activities throughout the year
• Vacation Leave and Personal Leave, with additional 12 Holidays per year
• Up to 80 hours paid parental leave for either parent after the birth or adoption of a child
• Enrollment into a pension plan through PERA
• Voluntary enrollment into deferred compensation plans with a variety of partner agencies