Fire Prevention Administrative Assistant

BASIC FUNCTION OF POSITION:

Manages the daily operations of the administrative office in the Fire Prevention Division including supervision of the office staff. Provides administrative and clerical support services to the Fire Marshal of the Fire Prevention Division.

Works under the general direction of the Fire Marshal. Functions independently by using personal initiative to plan, carry out and balance individual assignments.

Directly supervises Fire Prevention Office Support staff.

• Promotes and supports the mission and values of the UFA.
• Directly responsible for managing the daily operations of the administrative office of Fire Prevention including, direct supervision of the clerical staff, training, monitoring, goal setting, assigning, and directing work assignments, appraising performance, rewarding and discipline, addressing complaints, and resolving problems.
• Oversees the office support staff in administering the Hazardous Materials program as well as many other permits and fees. Takes credit card payments over the phone for various permits.
• Receives and assigns requests for inspections to appropriate staff members and station crews.
• Receives multiple daily inquiries from building and system specialist, contractors, and the general public regarding a broad spectrum of fire prevention and life-safety issues. Most questions are answered and resolved without forwarding to other division personnel, due to incumbent's in-depth knowledge of relevant codes, rules, and ordinances.
• Collects, researches, organizes, and enters data into a variety of computer reports and programs. Develops and designs reports and customized office forms for the Fire Prevention Division.
• Monitors the Division budget by keeping record of expenses, submitting the material requests with the proper information, and works with the Fire Marshal to stay within the expected percentages. Responsible for reconciling purchase card statements monthly.
• Coordinates the registration for the Division members to attend seminars and classes.
• Manages the filing system for completed business projects. Creates, organizes, and archives files for convenient access to review and copy when requested.
• Reviews digital records of work accomplished by Division members and prepares quarterly and year end data reports for the Fire Marshal.
• Oversees the Division staff's memberships, certifications, and subscriptions are current by keeping record and submitting proper paperwork and payment.
• Purchases supplies for the needs of the individuals and general function of the division.
• Establishes realistic and obtainable goals with peers and subordinates through a team process and ensures successful obtainment of these goals through appropriate training and assigned accountability.
• Monitors functionality and data gathering of LIV inspection software program and provides input for improvement to the Deputy Fire Marshal and provides assistance as needed.
• Manages inventory and assignments of Knox keys and other secure keys. Oversees management and accountability of keys assigned to UFA apparatus, personnel, and outside agencies to assure adherence to UFA policy and state statute. Provides a weekly report to the Fire Marshal, Battalion Chiefs, Operations Chief and quarterly report to the Fire Marshal.
• Receives, reviews, and assigns GRAMA requests and assures completion in a timely manner.
• Performs other duties of a similar nature or level as assigned.

Incumbents typically set their own priorities within assigned programs or projects, relying on demonstrated experience and in-depth knowledge of assigned programs, UFA policies and procedures and customary clerical business practices.

• Administrative functions of all aspects of the Fire Prevention Division.
• Considerable knowledge of Fire and Life Safety codes, plan reviews, inspection process and hazardous materials control operations.
• Knowledge of modern business practices and procedures.
• Extensive knowledge of software programs within the Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Internet Explorer, with the ability to efficiently and effectively learn other computer programs and technology as required.

• Operate and maintain basic office equipment.
• Log and maintain files on the computer for plan reviews, inspections, permits, division budget, and operations of the Fire Prevention…