Administrative Assistant-Fire Department

Job Title: Administrative Assistant

Category: Full-Time, non-exempt

Salary: $25.00-$27.00 per hour, DOQ

Description:

This position is responsible for a variety of specialized office work and professional level duties providing support services to the Fire Department.

Essential Duties and Responsibilities:

Reads drafts from the Fire/Rescue Chiefs and promptly and accurately types transcriptions of memoranda, reports and letters; composes drafts of letters and memoranda at the request of executive officers, addressing the intent of the written communication as directed; provides a range of clerical and secretarial services, including processing of incoming mail.

Receives incoming telephone calls and visitors for the Department; answers questions from the public and directs calls to other individuals as appropriate. Screens citizen complaints and problems and addresses these issues whenever possible. Maintains a directory of business contacts, and departmental personnel.  Performs Notary Public services to the staff and public.

Arranges and confirms meeting and appointment schedules for the executive officer; maintains calendars of executive officer; schedules Fire/Rescue meeting rooms for City and community meetings and schedules department for community events. Schedules firefighter physicals for all department personnel.  Maintains daily shift calendar and processes vacation, shift exchange and comp time requests.  Maintains database of time off in Excel, scans in all requests to personnel files.  Reviews time cards and compares them to the daily logs.  Scans time sheets and maintains record in personnel file.  Places time-off on the Shift Calendar for all personnel.  Maintains database of personnel overtime and compensatory time taken. Will have over site and entry privileges for a new "fire prevention" scheduling platform to be put in place.  

Tracks and submits certification renewals for equipment, employees, and departmental licensing renewals for State and County Licenses.  Sends out monthly email to employees notifying them of expiring and about to expire licenses (BLS and ACLS cards, driver license.).  Print BLS and ACLS cards when rosters are provided after classes are given.

Assists in budget preparation for Fire Department.  Maintains spread sheet for monthly departmental expenditures and monitors Fire Department budget.  Scans and maintains copies of all bills paid.  Screens and prepares all departmental expenses for payment.  Matches packing slips with invoices when necessary.  Prepares purchase orders and ensures departmental compliance with the City’s Purchasing Policy. Maintains and orders office supply inventory.  Assists department with related professional service contracts and maintains contract files. 

Makes travel arrangements for the Fire Department Staff and completes travel expense reports prior to forwarding them to the finance department.

Assist HR with timely processing of new hire paperwork.  Assists fire personnel with completion of including but not limited to FMLA paperwork, changes in insurance, address, direct deposit, tax withholding, etc.

This position will manage the departments "eligibility list" platform and be the primary outreach party for scheduling testing dates for candidates.  Manages the existing platform for Quality Survey forms.  Maintains individual departmental personnel training files including compliance with State required documentation.

Maintains files on run reports for department following state guidelines for record retention. Completes medical records requests following State HIPPA guidelines when processing medical requests and completes records requests on Fire reports. 

Drafts agenda statements, resolutions, ordinances, and proclamations for City Council meetings as needed.

Documents and destroys all duplicate medical records, patient run reports, etc.

Applies firefighters for the Supplemental Income from the State when they qualify.

Compiles month end report for all actions of the Fire Department, including but not limited to all Prevention inspections and figures, SWAT training, Department hosted events, and events attended by Department.

Prepares letters of coordination for events when required.  Schedule fire inspections for events that have food vendors, tents, etc.

Handles petty cash for the Department.  Reconciles and sends report to Finance each month. 

Other duties as may be assigned.

Closing Date: Open Until Filled

Education and Experience:

The candidate will have requisite understanding and knowledge or the ability to learn on the job the various aspects of state laws that pertain to the mission of the Fire Department. Must have a High School Diploma or GED. Must possess a valid Florida driver’s license. Three years’ experience in an office setting or an equivalent combination of education and related experience.  Work experience must include documented word processing skills, organizational skills, and excellent written and verbal communication skills. Ability to use Microsoft Office proficiently and other related Medical & Fire Rescue software.

Ability to deal with the public in a courteous manner.

Special Requirements:

The candidate must be willing to work, or play a role during emergency events, or special community events. Florida driver’s license required. Successful applicants must undergo a drug test, driver’s license and criminal history check. E.O.E, Drug Free Workplace. Veterans preference given.

Miscellaneous:

Email application to HR@ci.marathon.fl.us. Applications may also be faxed to 305-289-4143, or mailed or dropped off at City Hall, 9805 Overseas Highway, Marathon, FL 33050.