Administrative Secretary - Fire Department

The incumbent, with a high degree of independent judgement and discretion, performs full secretarial and administrative duties for executive level managers with general instructions. The incumbent performs secretarial, full clerical, administrative and general office duties involving transcription, typing, recording and file maintenance, mail distribution and telephone reception. This position requires greater independence and responsibility than the Secretary and Clerk Typist positions.

Typically this position reports to a position responsible for a major function or department (i.e., Public Works, Police, etc.). The incumbent has frequent access to confidential and sensitive information and files. Day‑to‑day contacts include persons at all levels within city organization, community residents and outside business executives. This position requires a thorough understanding of the content of the principal’s job and method of operation.

This implies knowledge of the department and city operations and procedures.

• Furnishing and obtaining information from other executives/principals or outside representatives. Consults and reviews correspondence prepared by others for executive’s signature for accuracy of information. Maintains executive’s confidential or personal files.
• Organizes and communicates executive’s instructions or desires to various individuals and/or department manager(s).
• Receives and screens telephone calls, letters and/or visitors. Personally handles problems or questions of a less technical nature, answers routine questions, and furnishes information, when possible and efficient.
• Composes, types and edits correspondence and memoranda using a variety of office and word processing equipment. Routes and answers routine correspondence not requiring supervisor’s attention.
• Prepares special reports, gathering necessary information and summarizing data. Organizes and maintains supervisor/department files including correspondence, records, etc., and follows up on pending matters.
• Makes arrangements and schedules appointments as directed by supervisor(s). Coordinates arrangements for meeting and conferences, establishing meeting time, location and contacts attendees.
• Organizes, evaluates and expedites workload through supervisor's office. May assign or schedule work and train other secretaries assigned same function or department. Initiates follow‑up actions.
• Transcribes dictation, often of a technical and/or confidential nature and operates computer terminal and printer or other common office equipment for data storage and retrieval.
• Performs related duties as directed when such duties are a logical and appropriate assignment to the position.
• Regular and timely attendance are required for this position.
• Interacts professionally and respectfully with the public, coworkers and others in the course of daily work.

• Serving as the primary point of contact for building contractors
• Creating, processing, retaining, and issuing permits and related records
• Scheduling inspections for division personnel
• Maintaining Safety Data Sheets (SDS) and Tier II reports
• Responding to Open Records requests in a timely and accurate manner

• Must have knowledge of Microsoft Office suite and basic accounting skills.
• Requires acceptable level of proficiency on skills test to include keyboarding, proofreading, grammar, spelling and editing using Word and Excel software.
• Requires excellent organizational and communications skills.
• Must have excellent verbal and written communication.
• Must be comfortable working outside comfort zone with a willingness to learn.
• Must be a team player who is able to work in a fast‑paced environment with deadlines.
• Ability to provide excellent customer services including a desire to help customers regardless of their circumstance.
• Ability to work independently and with minimal supervision.
• Must have the ability to learn additional applications as they are applied to working assignments.
• Ability to maintain cooperative‑working relationships with employees and…