Administrative Assistant to Fire Chief

ADMINISTRATIVE ASSISTANT TO THE FIRE CHIEF

Salary range: $64,073.85 to $78,972.23/annually DOQ and Budgetary restrictions

Definition

Skilled administrative and secretarial work to support the activities of the Fire Department; all other related work, as required.

Supervision

Works under the general supervision of the Fire Chief.

Performs varied functions, ranging in nature from routine to semi-complex, which require the frequent exercise of judgment and initiative in situations not clearly defined by precedent or established procedures.

Job Environment

Work is performed under typical office conditions, with little exposure to occupational hazards; work environment is administrative offices within an active fire station.

Operates computer and other standard office equipment, such as telephone, copier and fax machine.

Makes routine contact with town employees, other town departments such as Mayor’s Office, Accounting, Public Works, and Police, businesses such as doctors’ offices, insurance companies, and vendors, and the general public, requiring courtesy and discretion. Most contact is by telephone or in writing.

Errors could result in monetary loss and have legal repercussions.

Essential Functions

The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Maintains various departmental records; types and files reports, memos, letters, vouchers and cards.

Prepares correspondence and reports as needed for the Fire Department; types, posts, and keeps records of official notices.

Performs data entry work. Maintains files, records, and pertinent databases. Maintains database for educational incentive program, including credits earned, degrees received, and reimbursement for courses taken. Maintains database of all Hepatitis B immunizations for Fire Department personnel. Schedules appointments for the Fire Chief; takes dictation, copies materials, coordinates incoming and outgoing mail, etc.

Compiles information on the Department’s operations and assists in the generation of reports, budgets, and correspondence. Prepares report for annual longevity/education incentive payments. Prepares report for annual holiday payments and sick leave incentive payments. Inputs daily attendance and scheduling assignments into the town’s computer system; generates associated reports, including individual employees’ weekly compensation.

Compiles, organizes and maintains files and database for accounts payable warrant submitted to the Accounting Department, for payment of Fire Watch Details and Hazardous Materials Support Team payments, for payment of individual clothing accounts for uniformed personnel, for payment of reimbursement claims for personnel injured on duty, for payments under the Fair Labor Standards Act.

Under the guidance of the Procurement Department, assists Chief with all procurement and bids, ensuring compliance with procurement laws. Processes payments from grants.

Organizes and maintains civil service records, including lists of promotions and calls for exams; updates employee personnel files as needed; processes paperwork for new hires; maintains all personnel files. Processes weekly payroll in absence of senior clerk. Acts as personnel designee for the Fire Department, ensuring that employees are informed of benefits.

Attends meetings and prepares minutes for Chief as directed. Schedules appointments for the Fire Chief and maintains weekly and monthly calendar.

Opens and routes all incoming mail; orders all office supplies.

Maintains fleet inventory; notifies insurance company of changes; submits accident reports and follows up on status of claims.

Answers the telephone and meets with the general public; answers routine questions.

Works on special projects; performs similar or related work, as required, or as situation dictates.

Recommended Minimum Qualifications

Education and Experience

Bachelors Degree in Business Administration; five years of office experience in municipal government and/or a fire department where the functions include clerical, word processing, record keeping, and bookkeeping; or an equivalent combination of education and experience.

Knowledge, Ability and Skill

Knowledge. Working knowledge of office procedures and machines. Knowledge of computers, such as word processing, spreadsheet, and data base applications. Familiarity with town government operations.

Ability. Ability to take speed writing or shorthand. Ability to maintain accurate records. Ability to deal tactfully and appropriately with the general public and to assist others in an effective manner. Ability to handle telephone calls efficiently. Ability to maintain financial records.

Skill. Excellent organizational skills. Skill in both oral and written communication. Skill in all of the above listed tools and equipment.

Physical Requirements

Minimal physical effort required to perform functions under normal office conditions. Position requires the ability to operate a keyboard at efficient speed.

This job description does not constitute an employment agreement between the employer and employee, and is subject to change by the employer, as the needs of the employer and requirements of the job change.

Pay: $64,073.85 - $78,972.23 per year

Benefits:

• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

People with a criminal record are encouraged to apply

Work Location: In person