Office Assistant II - Fire Rescue Prevention Office

Overview

The Town of Andover seeks a highly organized and motivated assistant to join the fire prevention division of the Andover Fire Department. Working under the direction of the Fire Chief and the Lieutenant of Fire Prevention, primary responsibilities include the management of accounts receivable for permit fees, providing administrative support to the Fire Chief and the Fire Prevention Lieutenant, processing permits, arranging fire watch details and providing excellent customer service.

• Assist with the permitting process as it pertains to all fire prevention activities.
• Assist the Fire Prevention Lieutenant with accepting applications for permits; collecting fees, scheduling inspections, and inputting vital information into relevant databases.
• Issue permits in the absence of the Fire Prevention Lieutenant within the limits of authority.
• Reconcile all payments for permitting fees and fire watch detail fees with the Town Treasurers Office related to permitting fees.
• Create tracking records for informational inquiries and inspection reports. Generate reports and distribute to appropriate parties.
• Maintain Fire Prevention statistics.
• Generate all Fire Prevention inspection reports and track completion of inspections monthly to ensure efficient and appropriately documented department productivity.
• Establish and maintain a file retention system for the Fire Prevention Office.
• May be asked to attend community outreach programs (open houses, health fairs, or community events).
• Provide administrative and secretarial support to Fire Prevention Lieutenant, including word processing, filing, arranging meetings, screening and routing telephone calls, etc.
• Provide back up support to the Executive Assistant to the Fire Chief.
• Provide assistance to both internal and external customers. Answer telephone calls; resolve problems with citizens and contractors. Explain procedures and respond to questions within level of expertise and authorization, referring more complex issues to Fire Prevention Lieutenant.
• Assist in updating/maintaining the Fire Rescue pages on the Towns website and social media sites.
• Process and distribute minutes of meetings as necessary.
• Assist in issuing inspection requests to appropriate parties.
• Performs related duties as required.

• Knowledge of standard office procedures, practices, forms and equipment; dexterity and accuracy in operating adding machines and word processing keyboards.
• Knowledge of basic bookkeeping principles.
• Ability to prepare routine correspondence and reports utilizing computerized office applications; such as Word, Excel and PowerPoint.
• Ability to understand, learn, interpret and explain policies and procedures, and to apply such guidelines appropriately to different situations.
• Ability to learn and operate computer systems and software applications.
• Ability to interact effectively and pleasantly with a wide variety of individuals, including customers, co-workers, outside professionals and members of the public.
• Ability to understand, select and perform basic mathematical calculations, efficiently and accurately.
• Ability to perform multiple tasks and deal effectively with interruptions.
• Ability to perform detailed work accurately.
• Ability to utilize and operate computerized information systems.

Duties require 2 years of business school with knowledge of office administration, administrative support, financial transaction record keeping an automated office systems and procedures; 3 years of related experience; or any equivalent combination of education and experience. Prior work within a public safety organization preferred.

None

• Normal office environment, not subject to extremes in noise, temperature, odors, etc.
• Intermittent standing to assist customers or other staff members.
• Frequent interruptions to assist customers in the office or over the telephone.
• May spend extended periods at terminal, on telephone, or operating other office machines, requiring eye-hand coordination and finger dexterity.
• Regular lifting and carrying of files, documents, records, etc.

FLSA Status:
Non-exempt
Grade: IE-12
Standard Work Week: 36.25 hours
Job Class Code: 6216
Risk Code: 8810