Administrative Assistant - Fire Department - Full-time

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Administrative Assistant - Full-time

Department:  Fire Department 

FLSA: Non-Exempt

Hourly: $15.36 - $18.12     
Annually: $31,943 - $37,681

Job Summary:

The City of Stephenville is actively recruiting for an Administrative Assistant to the Fire Chief and Emergency Personal. This position is full-time will perform a wide variety of duties which will include highly responsible and complex clerical support to the Department of Fire and Emergency Services.  Under general administrative direction; perform duties as custodian of official records for the Fire Department; attend and coordinate the Fire Department Records Management program.

Duties/Responsibilities:

• Adhere to compliance with Open Records Law. Provide certified copies of public documents;

• Display tact, diplomacy, and a helpful attitude in all contacts with the public and other departments.

• Maintain computerized index files of official Fire Department documents and records including contracts, agreements, budget, and other records;

• Maintain originals of official documents including all contracts and agreements;

• Search and maintain filing system.  Develop, maintain, and implement records retention, storage of records; keep associated inventory logs;

• Have an understanding and be able to performs duties related to the Fire Department budget.

• Use a computer with standard software and any other equipment to compose, type, and print letters, reports, memorandums, and miscellaneous correspondences;

• Perform a wide variety of routine clerical work, including retrieve and file, in alphabetical and numerical order and documenting information on record;

• Provide assistance to the Fire Chief and the Division Chiefs.

• Make copies, send faxes, prepare, and mail letters as needed;

• Operate computer, photocopier, fax machine and other equipment as necessary;

• May perform other tasks as assigned by the Fire Chief or Division Chiefs.

• Run errands from time to time;

• Pick up/Deliver Mail to Police Department, City Hall

• Work alone as necessary.

• Answer phone, greet customers while providing professional customer service.

• Plans, arranges, and schedules, business trips and meeting for the Fire Chief and other Fire Department officials;

• Perform related duties as assigned, such as Check Requests, Purchase Orders, Bid Requests, and order uniforms and equipment.

• Perform reimbursement paperwork to be submitted to the Texas Department of Emergency Management for various incidents the Fire Department or the City are involved in.

 Abilities:

• Stay abreast of new trends and innovations in the field of Fire and Emergency Services;

• Prepare clear and accurate correspondence, documents, and reports;

• Interpret and apply applicable policies, procedures, laws, and regulations;

• Prioritize and organize various assignments in order to produce efficient and effective results;

• Communicate clearly and concisely, both orally and in writing;

• Work within a budget;

• Maintain effective audio-visual discrimination and perception needed for:

                         *Making observations

                         *Communicating with others

                         *Reading and writing

                         *Operating assigned equipment

• Maintain ability appropriate to the performance of assigned duties and responsibilities which may include the following:

                        *Holding and sorting reports and paperwork

                        *Sitting or standing for extended periods of time

                        *Performing the functions of data entry on a personal computer

                        *Lifting and carrying assorted equipment

                        *Vehicle operation in the performance of a variety of errands

• Establish and maintain cooperative working relationships with those contacted in the course of work.

Education, Experience and Minimum Qualifications:

• Must be a United States Citizen;

• Must have a valid Texas driver’s license and maintain a satisfactory driving record;

• Ability to communicate (read, write, and speak) effectively in the English language;

• Modern office procedures, methods, and equipment including computers;

• Business letter writing and basic report preparation;

• Principles and practices of budget preparation and administration;

• Principles and procedures of record keeping;

• English usage, spelling, grammar, and punctuation;

• Pertinent Federal, State, and local laws, codes, and regulations;

• Basic concepts of physical security for office buildings and protection of public documents

• Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be to have three (3) years of experience as an Assistant with additional experience in computer applications.

Physical Requirements:

This position requires the ability to stand, push, pull, squat, kneel, twist, reach, crouch, climb and stoop while assisting others or working alone.   This person must be able to sit for extended periods during the day-to-day functions.  This position also requires repetitive hand movement in using computer keyboard and typewriter. Must be able to lift and carry up to 20 pounds of supplies or working materials.

Work Environment:

Majority of work is performed in an office environment and may be subject to ordinary risks typically found in an office environment. Some tasks are routinely performed without exposure to adverse environmental conditions; however, some tasks are performed with dust or pollen, heat/cold or extreme weather conditions.  The noise level in the work environment is usually quiet to moderate. At times when work is performed outdoors, this may be during hot or cold weather conditions.  The noise level could be moderately higher.  Dust, pollen, wind, rain, or other outdoor conditions could be a factor.

NOTE: The above statements are intended to describe the general nature and level of work being performed by the person assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, skills, and physical demands required.

“As an equal opportunity employer, the City of Stephenville considers only qualified applicants without regard to color, age, race, ethnicity, sexual orientation, gender expression, disability, national origin, veteran or marital status.”

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