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Office Management Associate
2 months ago
Position Title: Office Assistant - Full Time Temporary
Department: Fire Department
Compensation Range: $16.89 to $21.11 per hour
Employment Status: Non-exempt (eligible for overtime)
Role Summary:
The Office Assistant plays a crucial role in providing administrative and clerical support to the department. This position involves managing front desk operations, assisting with daily administrative tasks, and delivering exceptional customer service.
Key Responsibilities:
- Act as the first point of contact for visitors; welcome and direct them appropriately; manage incoming calls and relay messages to staff as needed.
- Handle daily administrative tasks including customer service inquiries and requests.
- Assist in maintaining personnel training records and manage fleet reservation schedules.
- Coordinate departmental tours and ride-along requests.
- Prepare and review daily reports for accuracy and completeness.
- Draft, proofread, and finalize various documents including correspondence, reports, and forms.
- Maintain organized filing systems, both electronic and paper-based, ensuring easy retrieval of information.
- Support the processing of invoices and other financial documents as required.
- Provide information to the public regarding departmental policies and procedures.
- Utilize office equipment efficiently and ensure proper maintenance of supplies.
- Cross-train with other departments to provide additional support as necessary.
- Perform additional duties as assigned to meet departmental needs.
Qualifications:
Education and Experience:
High school diploma or equivalent; a minimum of three years of experience in a clerical or administrative role with public interaction; or a combination of education and experience that equips the candidate with the necessary skills for the position.
Skills and Abilities:
- Proficient in office procedures and equipment, including various software applications.
- Strong written and verbal communication skills.
- Ability to manage multiple tasks and prioritize effectively.
- Detail-oriented with strong organizational skills.
- Capable of maintaining confidentiality and professionalism in all interactions.
- Ability to establish and maintain effective working relationships with colleagues and the public.
Work Environment:
This position is primarily office-based, requiring the operation of standard office equipment and interaction with the public. The role may involve occasional lifting and movement of materials.
