Administrative Specialist 30 (Fire Administration)

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The City of Lansing Fire Department is seeking a Full Time Administrative Specialist 30 to showcase their exceptional office management abilities and coordinate executive and administrative support functions for the Fire Chief, Assistant Chiefs, and Administrative Division Chief. Mastery in composing agendas/notes/minutes for meetings, initiating and authorizing payments for services to vendors, operating as the liaison between the Fire Chief, State Officials, Fire Board Commissioners, as well as providing support to complete work assignments with other administrative support staff members and outside stakeholders on an as needed basis also provide insight into the importance of this position for the Lansing Fire Administration office. If you are confident in those areas and have knowledge and proven efficiency with the Microsoft Office suite software and accounting/billing practices, we encourage you to apply.

Responsibilities include but not limited to:

• Serves as an executive secretary to the Fire Chief, the Assistant Chiefs and the Administrative Division Chief.
• Acts as a liaison between the Chief, other departmental staff, and other employees to coordinate activities, transmit directions and decisions and ascertain status of projects and ensure proper follow-up
• Performs a wide range of administrative functions including authorizing purchases and initiating payments for departmental services and purchases to vendors.
• Drafts and writes correspondence, reports and other documentation for the Chief and other parties using a personal computer with word processing and spreadsheet and other software programs requiring finger dexterity and near vision skills to read a video display screen.
• Serves as a contact person between the Fire Chief and State Officials, vendors, legal advisors, Fire Commissioners and other parties to relay inquiries, establish agendas and solicit information.
• Provides advice and guidance to other office clerical staff regarding work assignments as needed and monitor the status of projects and duties to provide support to clerical staff on an as needed basis.
• Receives and deposits funds received for services and from donations in the office.
• Organize and maintain all aspects of the Lansing Board of Fire Commissioners such as communicating information to the fire commissioners, scheduling meetings, attend meetings, prepare meeting Agenda/Minutes and other documents and activities related to the Fire Board. Communicating with the City Clerk and Mayor’s office regarding terms, meeting schedule and new members etc., as Fire Board Secretary.
• Provide foundational support to the Teamster 243 CTP office staff and relay information from the Chief, Assistant Chief and the Department Financial Officer to the secretaries regarding policies, procedures, work assignments, and office operations. Discuss projects and ideas with the Chief’s and secretaries relating to the office.

Ideal candidates may qualify with: