Administrative Assistant II - Fire

This position performs general administrative duties helping in planning, scheduling events and tours, UFIRS (State Fire) and Polaris (State EMS) compliance. This position also serves as a receptionist by relaying information and responding to inquiries including answering and referring all incoming calls on the fire & rescue's general telephone lines, greeting visitors, providing them with general information and directions. This position performs routine office support functions, assists with tracking training, and assists in the organization and maintenance of the department's web-based training tools.

Providing these services in an effective and efficient manner will ensure that fire & rescue files are correct and up to date.

Works under the specific direction of Fire Chief. All employees are also under the general supervision of the City Manager.

• Use a multi-line telephone, answers and appropriately route all incoming calls on the department's general line
• Receive and greet visitors to the station and directs visitors to their proper destination
• In accordance with City policies, procedures and management direction, provides general information regarding City functions and responds to routine inquiries or complaints from customers and the public; and / or directs them to the proper officer
  • Deals with simple non-routine questions or situations referred by lower-level staff
• Refers sensitive and/or complex requests for information and other inquiries or complaints to appropriate staff
• Performs professional level office support functions, examples of which include
  • Sorting and distributing incoming mail and posting and delivering outgoing mail;
  • From rough notes, drafts, and brief oral instructions, typing and formatting labels, correspondence, reports and other documents;
  • Distributing copies of materials
• Assists with special projects and assignments requiring research, coordination, and compilation of data to provide groundwork for decision-making by higher authorities
• Assists in recordkeeping of confidential or sensitive information, including but not limited to timekeeping and personnel information
• Assists in processing GRAMA requests for records through the City Recorder
• Assist in cross-departmental communications and projects
• Enters training compliance data and tracking
• Assists in preparing monthly reports with respect to training hours and man hours in various fire related functions
• Assists personnel on issues that may arise regarding CEU's and their respective certifications
• Attend training(s) to keep up to date on all department issues
• Performs other duties as assigned

Education & Experience:

• A High School Diploma or GED equivalent
• Four (4) years of progressively responsible secretarial/administrative experience, preferably in a municipal setting

Special Qualifications &

Certifications:

• A valid Utah Driver License

• A general understanding of the department and a basic understanding of the City and its services to respond to inquiries, including basic knowledge about departmental or City processes, policies, and procedures
• Fire codes and natures
• EMS coding and natures
• Modern office practices and equipment including operating a computer terminal and other office equipment
• Basic knowledge of Microsoft Office programs and ability to learn other specialized software programs while typing accurately
• Communicate calmly and effectively both verbally and in writing
  • Receive and respond to public inquiries on the telephone, in writing, or in person
  • Must have great interpersonal communication skills, telephone etiquette, and public relations skills
  • Handle a volume of telephone calls with courtesy, speed, and accuracy
• Ability to maintain strict confidentiality related to sensitive information
• Proofread documents
• Read, interpret, apply and explain rules, regulations, policies, and procedures
• Establish and maintain cooperative and effective working relationships with elected and appointed officials, fellow City employees, and members of the public
• Ability to make and implement sound decisions and exercise good judgment
• Ability to follow policy and instructions
• Establish and maintain comprehensive records and files
• Attention to detail and high level of accuracy
• Very effective organizational skills
• Stress management skills
• Time management skills
• Work independently with general supervision
• Understand and carry out written and oral instructions

The physical demands and work…