POSITION REPORTS TO: Fire Chief, Assistant Fire Chief
POSITIONS SUPERVISED: None.
BLS COMPARABLE:43-6011, Executive Secretaries & Administrative Assistants

LEADERSHIP: Provides co-worker leadership to others through motivation, team building, and providing feedback.

• Subject to post offer, pre-employment drug screen.
• Subject to a pre-employment criminal background check.
• Keyboarding speed at 45 wpm.
• Advanced Excel & Word skills.
• English proficiency.

• Provide customer service by taking incoming phone calls and answering questions.
• Greet visitors and screen access to various facilities.
• Manage and maintain the Fire Chief’s and Assistant Fire Chief’s schedule and make travel arrangements.
• Assist the Training Division with record keeping, completing reports, and making travel arrangements.
• Assist with budget preparation and tracking budget accounts.
• Complete accounts payable forms and forward to finance.
• Reconcile credit cards for department.
• Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, and/or presentation software.
• Maintain files, including employee performance files, in order to track hours worked, leave time, payroll, assignments, commendation, reprimand, merits, and promotions.
• Balance leave time with official city payroll records.
• Read and analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution.
• Open, sort, and distribute incoming correspondence, including faxes and email.
• Prepare responses to correspondence containing routine inquiries.
• Assist dispatchers during large incidents (i.e. finding hydrant locations, answering business phones, contacting utility companies, calling business owners, etc.).
• Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
• Maintain confidentiality of records, including but not limited to private health information.
• Provide assistance to other departments as needed.
• Perform other duties as required.

• The Fire Department runs smoothly and efficiently.
• Excellent customer service is provided to the public.
• Phones are answered and customers are appropriately assisted.
• Supply orders are placed in a timely and efficient manner.
• Fire staff has the materials they need to perform their jobs adequately.
• Records are organized, filed, and easily retrieved.
• Effective working relations exist with City personnel.
• New employees are well trained and assisted.
• Management is appropriately informed.
• Employee understands and adheres to applicable safety policies.
• The City’s professional reputation is maintained.

• Ability to maintain confidentiality.
• Prioritize and organize assignments.
• Handle multiple tasks simultaneously.
• Accurate and attentive to detail.
• Excellent communications and public relations abilities.
• Ability to assist and support others.
• Able to operate telephone, PC, copier, and other basic business machines.