Administrative Assistant III - Fire

Administrative And Technical Duties

Responsible for performing moderate-to-complex administrative and technical duties including administrative detail, discretionary decision-making, and specialized knowledge. Independently administers assigned responsibilities ensuring excellent customer service.

Provide information regarding division policies and procedures to internal and external stakeholders; update division policies and procedures as directed.

Principle secretarial support to the department; calendaring, note taking, arrange meetings, conferences, and travel.

Assist with the planning, and execution of events, including but not limited to, set-up and/or break down, coordination of meetings, ordering, shopping for supplies and following up with internal and external stakeholders.

Maintain official documents and retention; monitor records, ensure storage in system-of-record locations, and follow record destruction policy and procedure.

Performs record keeping duties to assure fiscal and administrative control of department activities, including but not limited to, detailed tracking of expenditures, verification and payment of invoices, prepare/review/process purchase order requests, verify requisitions, and expense and travel reports; ensure data accuracy and compliance.

Serve as a first point of contact for the department office; screen telephone calls, incoming correspondence and direct and/or guide visitors to their destination.

Maintain department inventories for office supplies and uniforms; submit supply and/or uniform orders through the City of Denton contracted vendor(s) websites, maintain list of items, acquire product and track date of distribution, as appropriate.

Produce, proofread, maintain, revise, and verify data for division documents; prepare agenda items, minutes, resolutions, and other related materials, as directed, or needed by leader.

May conduct simple-to-moderate research to resolve customer concerns and/or identify specialized materials relevant to division projects.

Perform administrative processes involving payroll procedures, purchase requests, JD Edwards processes and accounts payable; train employees in administrative processes, as needed.

Act as primary liaison and collaborate with contracted Emergency Medical Services (EMS) billing vendor(s) to resolve financial issues; notifies leadership immediately if not able to resolve concerns.

Generate, track, and process special services billing for EMS, Hazmat, and training.

None.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

High School diploma or equivalent; and three (3) years of administrative experience customer service, critical-thinking, discretionary decision-making, and handling of confidential matters.

OR Associate's Degree from an accredited college or university in Public Administration, Business Administration, Secretarial Science, or related field; and one (1) year of administrative experience customer service, critical-thinking, discretionary decision-making, and handling of confidential matters.

OR Any combination of related education, experience, certifications, and licenses will result in a candidate successfully performing the essential functions of the job.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required:

Knowledge of City of Denton policies and procedures.

Knowledge of office procedures and standard office equipment.

Skill in analyzing, researching, and compiling data and thoughts to solve problems.

Skill at the intermediate level, working with Microsoft Office 365, and other software systems to complete work.

Skill in interpersonal relationships, including using tact, patience, and courtesy.

Skill in providing exceptional service to both internal and external customers.

Ability to work independently to manage multiple work tasks while balancing competing priorities with attention to detail and in a fast-paced environment.

Ability to establish and maintain effective interpersonal relationships.

Ability to use software to create spreadsheets and databases, complete word processing, process work orders and access databases.

Ability to accurately prepare and maintain records, files, and reports.

Ability to handle records and complex situations of a confidential nature.

Ability to handle difficult and stressful situations with professional composure and confidentiality.

Ability to work independently while handling multiple tasks and changing priorities with attention to detail.

Ability to communicate effectively, both in oral and written…