Administrative Assistant - Fire Department

ADMINISTRATIVE ASSISTANT - FIRE DEPARTMENT GENERAL STATEMENT OF DUTIES:
To perform administrative and clerical duties while relieving the Fire Chief and Fire Marshal of administrative and clerical detail and handling more routine administrative matters independently; to handle public contacts of a responsible or confidential nature and involving technical knowledge and the exercise of independent judgment; to assist / direct customers and perform related clerical work and data input as required.

SUPERVISION RECEIVED:
Work is performed under the general supervision of the City Fire Chief and Fire Marshal. TYPICAL EXAMPLES OF WORK:
An employee in this class may be called upon to do any or all of the following: (These examples do not include all of the tasks which the employee may be expected to perform.)

• Assist the Fire Chief and Fire Marshal by relieving him / her of administrative detail and handling confidential or responsible public contacts requiring technical knowledge of departmental operations and the exercise of independent judgment.
• Answer telephone, email, and other inquiries requiring knowledge of departmental rules and regulations, as well as applicable City ordinances.
• Assist / direct
  
  Receive and follow-up on citizen complaints.
• Assist by making appointments, preparing agendas for department meetings, notifying various Fire Department members of appointments and answering requests for information.
• Attend meetings and seminars in conjunction with, or on behalf of, the Fire Chief or Fire Marshal.
• Manage Fire Department hiring activities: intake/review applications, schedule interviews, schedule pre-employment psych evaluations, background check, scan documents, communicate with other departments for pre-employment/ hiring requirements.
• Assist with maintaining departmental records and databases; and with the safe keeping of all City records and documents.
  • Conversions and onboarding management for new SaaS systems, when applicable.
  • Management of databases and interfaces between records management programs, CLEMIS, and MDT emulators.
• Compile information and compose/prepare correspondence, records and reports requiring familiarity with departmental activities.
• Prepare payroll for Fire Department personnel using Microsoft Excel and/or BS&A. Prepare and coordinate other payroll activities as mandated by collective bargaining agreements. Prepare invoicing, expenditure, and overtime status reports for the Fire Chief.
• Coordinate the Department’s fire and life safety inspection program.
  • Intake of all inspection correction emails and input into reporting software; ensure items have been corrected and follow up with business owners if any items remain in violation.
  • Input of all third-party reports and inspection submitted to the Fire Marshal’s Office.
  • Food truck application distribution and management; communications with mobile food vendors on behalf of Fire Marshal.
• Management of smoke detector installation program:
  Schedule installations with residents, maintain inventory of detectors and report to the State of Michigan and Red American Cross. Prepare installation packages for on-duty suppression crews.
• Assist in preparing agenda items for City Council approval using Minute Traq.
• Prepare bid and purchasing documents and supporting materials. Assist the Fire Chief with the Department’s annual budget.
• Maintain confidential files and records. Maintain grant procurement and expenditure records.
• Assemble and analyze data and prepare and summarize reports.
• Open, stamp and sort received mail. Distribute or send out-going mail. Route electronic communications.
• Assist the Division Chief of Training with travel and training management: employee training request forms, lodging reservations, purchasing, records management.
• Respond to large scale emergency scenes, on occasion, and assist the Fire Chief and Command Staff within the framework of the National Incident Management System.
• Assist the Fire Chief and Command Staff with budget preparation, grant funding and reimbursement activities.
• Assist the Fire Chief with Administrative Policy and Standard Operating Guideline review and preparation.
• Emergency Management duties as…