Secretary to Fire Chief

The City of Hamilton is an EEO & AAE. Minorities and women are encouraged to apply.

Please note that the pay range of this position is highly based on the experience of the candidate selected.

This is a highly responsible and skilled secretarial work involving the planning, organizing, scheduling, and supervising of secretarial, clerical, administrative support and related activities for the Fire Chief. The work is performed under the general direction and supervision of the Fire Chief but considerable leeway is granted for the exercise of independent judgment. Direction and supervision may be exercised over the work of other clerical and secretarial personnel within the department.

• Supports the Chief of Fire and other administrative personnel on a daily basis and any other departmental personnel as needed;
• Screens visitors, telephone calls, faxes, mail and messages directed to the Fire Chief and other assigned departmental personnel;
• Schedules meetings, conferences and appointments for the Fire Chief and handles related travel arrangements, including reservations, advances and reimbursements;
• Receives requests from the public for department-related information and provides such information or directs requests to other appropriate department or City personnel;
• Listens to and processes complaints from the public relating to department or City operations and takes appropriate action to resolve or refer such complaints;
• Receives and organizes mail, faxes and messages for the attention of the Fire Chief and may take actions in response to certain types of communications in accordance with prescribed procedures approved by the Fire Chief;
• Drafts and prepares correspondence, memoranda, agendas and time‑sensitive narrative and statistical reports as instructed by the Fire Chief and other assigned department personnel;
• Prepares annual contracts for supplies for a variety of department operations;
• Transcribes correspondence, memoranda, minutes and other materials from shorthand notes;
• Copies, packages and distributes a variety of written materials as requested by the Department Head and other designated department personnel;
• Establishes and maintains department files and records;
• Arranges meetings and conferences for the Fire Chief and other designated department personnel;
• Coordinates preparation for and response to Council Caucus items as necessary;
• Processes department payroll timesheets, personnel notices, clothing allowance, contractual special pays, and department records relating to employee benefits in coordination with the City Personnel Department and maintains related department records and files;
• Requisition s or purchases office supplies and materials: prepares reimbursement records for department expenses; and maintains related inventory records; and maintains office equipment, copiers, and printers;
• Prepares and/or maintains department financial records and compiles related reports as requested;
• Motivates, supervises and evaluates the work of assigned clerical personnel, assisting in the performance of such work as needed;
• Provides training and counseling to assigned clerical personnel as required;
• Observes overall department operations and keeps the Department Head informed concerning potential opportunities and problems;
• Attends meetings, conferences and workshops as requested and authorized;
• Assumes full responsibility for all budgeting functions including:
  Prepares budget related reports to the Fire Chief and designated departmental personnel, enters and maintains purchase orders, processes invoices for payment, and maintains related supporting records;
• Prepares daily cash reports and processes tuition reimbursements as requested;
• Processes all credit card purchases, attaching supporting receipts, budget codes, and approvals; and maintaining related department records and files;
• Keeps records and files regarding collective bargaining agreements with selected department employees;
• Performs the duties of the Custodian of Records for the Fire Division; maintains and assures compliance to set retention schedule (RC2) by proper destruction or retention of records from all bureaus and offices; processes public…