Administrative Assistant - Fire

CITY OF NEWBERRY, SOUTH CAROLINA

JOB DESCRIOPTION

JOB TITLE: ADMINISTRATIVE FIRE ENGINEER

FIRE DEPARTMENT

GENERAL STATEMENT OF JOB

Under occasional supervision, administrative and emergency functions as related to general fire department work to support the safety of our firefighters, our community, and carrying out the department’s mission. Work involves performing data entry, assisting citizens and officers, maintaining files, and preparing various reports and records as needed. Responds to emergencies as needed and performs operational tasks following the National Incident Command System. Occasionally, fills in for Shift Personnel acting as a fire engineer. Reports directly to the Fire Chief for daily operations. Reports to Incident Commander on fire scenes.

ESSENTIAL JOB FUNCTIONS

• Compiles, prepares, and processes administrative reports including memorandums, applications, evaluations, incident reports, leave slips, purchase orders, and general office correspondence.
• Performs computer operations including ensuring efficient operation of computers, backing up data regularly, performing data entry, proofing entry, and printing various reports.
• Prepares and submits NFIRS data to state collection.
• Prepares and submits one percent data to state collection.
• Prepares purchase orders for various supplies and equipment to maintain efficient inventory of supplies and equipment.
• Handles all daily expenditure functions by receiving, categorizing, allocating, charging, and documenting for accounts payable.
• Reviews timesheets: records all information as required; maintains personnel information and files.
• Schedules all events, inspections, smoke alarm installations, and other staff events on our software.
• Contacts vendors for equipment repair when necessary.
• Maintains bank accounts for the department; makes bank deposits.
• Assists with preparation of departmental budget.
• Assists with fire prevention to include budgeting and ordering of material.
• Ensure that all incident reports have been recorded in the computer system by the office.
• Prepares transient reports; ensures that payments are submitted. Submits all accounts payable for the department to City Hall for payment.
• Receives and/or reviews various records and reports such as incident reports, training reports, and staffing reports.
• Operates a variety of equipment such as copy machine, printer, fax machine, calculator, label maker, radio, computer workstation, etc.
• Uses a variety of supplies such as writing instruments, hole punch, file folders, copy paper, scissors, general office supplies, etc.; and a variety of computer software such as reporting software, Microsoft Office, Microsoft Excell, Internet, etc.
• Interacts and communicates with various groups and individuals such as coworkers, South Carolina Fire Academy, South Carolina Fire Safe, South Carolina Fire Marshal Office, citizens, and visitors.
• Responds to a variety of emergencies as needed. Maintains all requirements for interior firefighter operation and driver/operator for Newberry Fire Department.
• Assists in maintaining equipment readiness as needed.

ADDITIONAL JOB FUNCTIONS

• Answers to the public’s request to include public education events, fire reports, station tours, smoke alarms, inspections, etc.
• Answers departmental phone calls during normal business hours.
• Attends training as required
• Performs general administrative/office duties as required, including typing reports and correspondence, entering, and retrieving computer data, copying, and filing documents, sending and receiving faxes, establishing and maintaining filing systems, etc.
• Performs other related duties as required.

MINIMUM TRAINING AND EXPERIENCE

Requires a technical college diploma supplemented by two to three years of responsible secretarial or clerical experience, or an equivalent combination of education, training and experience that provides the required knowledge, skills, and abilities. Must have a valid South Carolina driver’s license. Must meet requirements for Newberry Engineer.

MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

Physical Requirements: Must be physically able to operate a variety of machines and equipment including fire engine, vehicles, firefighting equipment, computer, basic office equipment, telephone/radio, etc. Must be able to exert up to twenty pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. Physical demands are more than sedentary work; must be able to remain on feet for periods of time, withstand uncomfortable and/or dangerous physical conditions at fire scenes, and perform manual tasks. Must be able to lift, positions, and/or carry weights of up to two hundred pounds.

Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural, or compositional characteristics (whether like or divergent from obvious standards) of data, people, or things. Interpersonal

Communication: Requires the ability to speak and/or signal people to convey or exchange information. Includes receiving information and instructions from supervisor.

Language Ability: Requires the ability to read a variety of documents and reports. Requires the ability to prepare documents and reports using proper format, punctuation, spelling, and grammar. Requires the ability to communicate with co\-workers, supervisors, and the public, etc. with poise, voice control and confidence.

Intelligence: Requires the ability to apply principles of rational systems such as secretarial science to solve problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form.

Verbal Aptitude: Requires the ability to record and deliver information and to follow oral and written instructions.

Numerical Aptitude: Requires the ability to add and subtract totals, to multiply and divide, to determine percentages and decimals, to determine time. Must be able to use practical applications of fractions, percentages, ratio, and proportion.

Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width, and shape, and visually read various information.

Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment and communications machinery; to operate a motor vehicle.

Manual Dexterity: Requires the ability to handle a variety of items including computer keyboards, office equipment, control knobs, switches, etc. Must have minimal levels of eye/hand/foot coordination.

Color Discrimination and Visual Acuity: Requires the ability to differentiate colors and shades of color; requires the visual acuity to determine depth perception, peripheral vision, inspection for small parts; preparing and analyzing written or computer data, etc.

Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under minimal stress when confronted with an emergency or tight deadline.

Physical Communication: Requires the ability to talk and hear: (talking expressing or exchanging ideas by means of spoken words; hearing: perceiving nature of sounds by ear).

PERFORMANCE INDICATORS

• Knowledge of Job: Has thorough knowledge of the methods, policies, and procedures of Fire Department as they pertain to the performance of duties of the Senior Administrative Assistant.
• Has considerable knowledge of the practices, procedures, rules, and regulations of the position. Has knowledge of the various secretarial and support methods and practices related to department activities and projects.
• Has considerable knowledge in administrative duties and functions as related to support of department activities.
• Has considerable knowledge of the preparation of required reports and is able to establish and maintain complex filing system of same. Can use independent judgment in routine situations, which occur.
• Can communicate effectively with various groups and individuals including co\-workers and the public. Can maintain accurate records of policies and procedures established by the department.
• Can compile, organize, prepare, and maintain an assortment of records, reports, and related information.
• Can comprehend, interpret, and apply regulations, procedures, and office operations. Has comprehensive knowledge of the terminology used within the department.
• Has knowledge of how to operate a variety of equipment and machines such as a computer, copier, calculator, etc.
• Has knowledge of how to operate two\-way radio equipment. Has knowledge of radio codes and signals.
• Can learn and apply new skills needed to promote efficient completion of duties. Can complete mathematical calculations as needed. Has good organizational and human relations skills. Is skilled in the use of common office equipment, including computer\-driven word processing, spreadsheet, and file maintenance programs.
• Can exercise considerable tact and courtesy in frequent contact with the public. Can exercise tact and discretion in handling confidential personnel information. Can establish and maintain effective working relationships as necessitated by work assignments.

Has knowledge of applicable occupational hazards and safety precautions. Is able to perform duties under adverse environmental conditions such as heat, cold, odors, smoke, toxic agents, wetness, noise, humidity, and disease.

Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interaction with internal and external entities with whom the position interacts.

Quantity of Work: Performs described Essential Functions and related assignments efficiently and effectively to produce quantity of work which consistently meets established standards and expectations.

Dependability: Assumes responsibility for completing assigned work. Completes assigned work within deadlines in accordance with directives, policy, standards, and prescribed procedures. Maintains accountability for assigned responsibilities in the technical, human, and conceptual areas.

Attendance: Attends and remains at work regularly and adheres to policies and procedures regarding absenteeism and tardiness. Provides adequate notice to higher management with respect to vacation time and leave requests.

Initiative and Enthusiasm: Maintains an enthusiastic, self\-reliant, and self\-starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be accomplished and initiates proper and acceptable action for the completion of work with a minimum of supervision and instruction.

Judgment: Exercises analytical judgment in areas of responsibility. Identifies issues or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to issues or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice where appropriate and research issues, situations, and alternatives before exercising judgment.

Cooperation: Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences are justified, i.e., poor communications, variance with established policies or procedures, etc. Offers suggestions and recommendations to encourage and improve cooperation intra\- and inter\-departmentally.

Relationships with Others: Shares knowledge with managers, supervisors, and co\-workers for mutual benefit. Contributes to maintaining high morale among all employees. Develops and maintains cooperative and courteous relationships inter\- and intra\-departmentally, and with external entities with whom the position interacts. Tactfully and effectively handles requests, suggestions, and complaints to establish and maintain goodwill. Emphasizes the importance of maintaining a positive image.

Coordination of Work: Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time\-management methodology. Avoids duplication of effort. Estimates expected time of completion of work elements and establishes a personal schedule accordingly. Attends required meetings, planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules.

Safety and Housekeeping: Adheres to all established safety and housekeeping standards. Ensures such standards are not violated. DISCLAIMER: This job description is not an employment agreement or contract. Management has the exclusive right to alter this job description at any time without notice.