Administrative Secretary-Fire Department

Duties
The incumbent, with a high degree of independent judgement and discretion, performs full secretarial and administrative duties for executive level managers with general instructions. The incumbent performs secretarial, full clerical, administrative and general office duties involving transcription, typing, recording and file maintenance, mail distribution and telephone reception. This position requires greater independence and responsibility than the Secretary and Clerk Typist positions.Typically this position reports to a position responsible for a major function or department (i.e., Public Works, Police, etc.). The incumbent has frequent access to confidential and sensitive information and files. Day-to-day contacts include persons at all levels within city organization, community residents and outside business executives. This position requires a thorough understanding of the content of the principal's job and method of operation. This implies knowledge of the department and city operations and procedures. Typical duties include:

• Furnishing and obtaining information from other executives/principals or outside representatives. Consults and reviews correspondence prepared by others for executive's signature for accuracy of information. Maintains executive's confidential or personal files.
• Organizes and communicates executive's instructions or desires to various individuals and/or department manager(s).
• Receives and screens telephone calls, letters and/or visitors. Personally handles problems or questions of a less technical nature, answers routine questions, and furnishes information, when possible and efficient.
• Composes, types and edits correspondence and memoranda using a variety of office and word processing equipment. Routes and answers routine correspondence not requiring supervisor's attention.
• Prepares special reports, gathering necessary information and summarizing data. Organizes and maintains supervisor/department files including correspondence, records, etc., and follows up on pending matters.
• Makes arrangements and schedules appointments as directed by supervisor(s). Coordinates arrangements for meeting and conferences, establishing meeting time, location and contacts attendees.
• Organizes, evaluates and expedites workload through supervisor's office. May assign or schedule work and train other secretaries assigned same function or department. Initiates follow-up actions.
• Transcribes dictation, often of a technical and/or confidential nature and operates computer terminal and printer or other common office equipment for data storage and retrieval.
• Performs related duties as directed when such duties are a logical and appropriate assignment to the position.
• Regular and timely attendance are required for this position.
• Interacts professionally and respectfully with the public, coworkers and others in the course of daily work.

Skills, Knowledge And Abilities

• Must have knowledge of Microsoft Office suite and basic accounting skills.
• Requires acceptable level of proficiency on skills test to include keyboarding, proofreading, grammar, spelling and editing using Word and Excel software.
• Requires excellent organizational and communications skills.
• Must have excellent verbal and written communication.
• Must be comfortable working outside comfort zone with a willingness to learn.
• Must be a team player who is able to work in a fast-paced environment with deadlines.
• Ability to provide excellent customer services including a desire to help customers regardless of their circumstance.
• Ability to working independently and with minimal supervision.
• Must have the ability to learn additional applications as they are applied to working assignments.
• Ability to maintain cooperative-working relationships with employees and those contacted in the course of work.

Education, Experience And Other Requirements
High school diploma plus two years of college and five years of secretarial and administrative experience for executive level managers/director or an equivalent combination of education, training and/or experience that provides the required knowledge, skills and abilities to perform the essential functions of the job.

Ability to operate common office equipment with advanced word processing skills.

Must have the ability to pass a typing test (minimum speed varies depending on the department), computer, and language arts skill tests (may include Basic Excel, Basic Word, Proofreading, Spelling, and Editing/Formatting depending on the department).

Must pass a pre-employment drug screen.

Administrative Secretary in the Fire Department must pass a credit check, Federal/National criminal background investigation, and have a valid driver's license with an acceptable driving record as defined by City policy. Due to Criminal Justice Information Security (CJIS) requirements, the candidate must never have been convicted, put on court-ordered community supervision, or probation for any criminal offense above the grade of Class B misdemeanor or a Class B misdemeanor within the last ten years from the date of the court order. Class A Misdemeanor Conviction, Deferred Adjudication or Felony Conviction are permanent disqualifiers.

WORKING CONDITIONS
While performing the essential functions of this position the employee is rarely exposed to disagreeable environmental factors.

PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the essential functions of this job the employee is regularly required to perform light to medium work that involves walking or standing, use the computer keyboard and mouse, use hands to finger, handle, or feel, reach with hands and arms, talk and hear, stand, walk, and stoop, or crouch. This position requires occasionally lifting and/or moving up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. This job requires the ability to work in an office environment where the noise level is usually moderate.

The above statements are intended to describe the general nature and level of work being performed by the person assigned to this position. They are not intended to be an exhaustive list of responsibilities, duties and skills required. This job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and the job requirements change.