Administrative Assistant - Fire Life Safety

This Position Will Close on Friday July 11, 2025, at Noon

Responsible for performing administrative, secretarial, and clerical support duties that require an understanding of the Fire Department’s mission, rules, regulations, goals, and services.

• Work is performed under the supervision of the Fire Marshal
• Perform assigned administrative and clerical functions that support the Life Safety Division
• Billing for fire inspections and any other inspections and permits
• Schedule fire inspections 
• Schedule and assist with public education events
• Answer telephones, greet visitors and vendors
• Screens calls and inquiries and initiate follow-up or further action to appropriate department division
• Collect fees and/or payments
• Data entry to maintain a variety of databases and spreadsheets
• Performs other department related jobs as assigned
• Possession of valid driver’s license

An employee in this class performs a variety of administrative, secretarial and record keeping duties. Work generally involves the full scope of office management activities. The position requires that the employee establish and maintain office filing and data base systems, organize information flow for effective customer service and staff use and independently perform assigned administrative and clerical functions that support Life Safety Division operations.  Secretarial, clerical and record keeping duties require tact, judgment and discretion in handling sensitive public information or confidential matters for the Fire Department administration. Work requires general knowledge of departmental operations in order to respond to routine inquiries and to perform job functions effectively.  Precedent setting situations refer to higher level supervisors.  Guides generally include a variety of written manuals and instructions, as well as oral instructions. Sound judgment is required in performing the responsibilities and tasks. Work is performed under the regular supervision of the Fire Marshal and is evaluated through observation, conferences, feedback from citizens and staff, and ongoing evaluation and testing of the quality and effectiveness of work processes.

ESSENTIAL JOB FUNCTIONS

• Answers telephone and greet visitors; directs calls or visitors and gives program information based on the type of request; takes requests for services from citizens; collects fees or other payments; gives information concerning visitor’s needs; and handles many requests independently.
• Compiles information and /or statistics using standardized forms or specific instructions; reviews and verifies documents to ensure that information is provided and correct.
• Performs data entry to maintain a variety of data bases and spreadsheets; calculates bills and generates reports; enters correct information on forms or form letters to fit varying situations; balance figures and adds columns of figures manually or using spreadsheet formulas.
• Bills fire inspection fees and assists with duties relating to permits.
• Assists with scheduling public education events.
• Composes letters, reports and other materials; types of rough drafts from handwritten or other marked copy; uses word processing and publishing software for brochures and newsletters, etc.; and formats materials for easy understanding and attractiveness.
• Reviews and verifies records and reports for correct information; processes documents based on review and verification; files and retrieves materials based on limited information; and performs periodic follow-up activities.
• Data entry of information such as names, addresses, cards, and other items where the information is extracted from routine sources or specific instructions.
• Proofreads materials for typographical or spelling errors.
• Places materials and records in appropriate order for proper filing into the appropriate record keeping system.
• Compiles various forms and documents into report format; copies, collates and distributes to appropriate persons; and prepares mailing lists and correspondence using mail merge systems.
• Maintains program-specific and technical databases, activity records, budget line-item activities, and files; initiates appropriate follow-up or further action based on the status of office activity; compiles reports from data requests.
• Screens and routes materials according to content of communications; may do research or pull related materials from files.
• Screens calls and inquiries; secures and gives information; records public requests for services or information; provides information concerning policies, guidelines, etc.
• Performs other related job duties as assigned. 

QUALIFICATIONS

Education and Experience:

Highschool diploma or GED equivalency; and one (1) year of experience in practical operations including considerable information systems experience; or an equivalent combination of education and experience. 

Special Qualifications:

• Possession of a valid driver’s license to operate a motor vehicle.  Requirements exist at the time of hire and as a condition of continued employment.

Knowledge, Skills, and Abilities: 

• Knowledge of office practices and procedures.
• Knowledge and ability to use correct grammar, vocabulary, and spelling.
• Knowledge of computers and software including word processing, database management, and spreadsheets.
• Ability to work with limited supervision and to use initiative in coordinating designated program areas.
• Ability to communicate effectively in person and by telephone.
• Ability to gather and give basic information and instructions on departmental programs based on inquiries.
• Ability to be tactful and courteous and maintain confidentiality.
• Ability to gather and compile materials from a variety of sources.
• Ability to use judgment in organizing and establishing formats and in responding to information.
• Ability to record information and balance figures.
• Ability to compile information based on program knowledge and general instructions.
• Ability to arrange and place records, reports, and files into a proper sequence.
• Ability to establish and maintain effective working relationships with the public, and supervisors.
• Ability to proofread their own records and data.

PHYSICAL DEMANDS

Work in this classification is defined as light work requiring the physical exertion of up to 10 pounds of force occasionally and a negligible amount of force constantly to move objects. Physical demands require climbing, crouching, crawling, standing, walking, and lifting. Vocal communication is required for responding to inquiries, expressing, or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels. Visual acuity is required for extensive reading, preparing, and analyzing written or computer data, determining the accuracy and thoroughness of work, and observing general surroundings and activities.

WORK ENVIRONMENT

Work is primarily performed in an office with a controlled environment without exposure to harmful conditions.