Administrative Assistant - Fire Prevention Office

Administrative Clerk

This position performs a variety of intermediate to complex administrative and clerical functions in support of the department. Some duties and projects may be of a highly confidential or sensitive nature and are based upon the department assigned.

Essential Job Functions :

• Performs word processing duties for the preparation of memoranda, letters, departmental procedures, agendas, resolutions, ordinances, and other documents.
• Processes invoices for payment and is responsible for departmental purchasing records and related documents.
• Prepares and gathers budget information for data entry and reports.
• Maintains records of expenditures and reconciles accounts.
• Performs research on policy, rules and regulations, and historical data.
• Maintains the departmental calendars.
• Maintains comprehensive confidential, sensitive personnel records; assists in preparing Personnel Action forms for discipline, including demotion, termination of employees working with HR Analyst.
• Prepares and coordinates travel arrangements for conferences and training in accordance with policy and procedures.
• Responds to inquiries from the public in person and by telephone using Just FOIA.
• Answers telephones; provides information and assistance, takes messages or forwards to appropriate personnel; greets and assists visitors.
• Receives, counts, verifies, transports, and deposits funds collected.
• Inventories and orders supplies as necessary.
• Performs other related duties as assigned.

Minimum Qualifications :

Requires an Associate or Technical Degree in Business or Public Administration or related field supplemented by one to three years of administrative, clerical, or customer service experience; or an equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities. Must possess and maintain a valid state driver's license with an acceptable driving history. Additional requirements include background investigation, including supervised drug screen, post offer / pre-employment medical screen, and verification of education, certifications, and licenses required prior to employment.

Additional Information :

Knowledge of the principles and practices of governmental accounting. Knowledge of municipal auditing principles and practices. Knowledge of city budgetary and purchasing policies. Knowledge of relevant local, state, and federal regulations. Knowledge of office equipment. Skill in developing short- and long-range plans. Skill in establishing priorities and organizing work. Skill in public and interpersonal relations. Skill in the use of office equipment and in the training of others in its use. Skill in oral and written communication.