Administrative Aide - Fire Department

JOB OPENING
CITY OF FARMINGTON

JOB POSITION #131: Administrative Aide – Fire

NUMBER OF VACANCIES: 1

DEPARTMENT: Fire

WORK LOCATION: Fire Administration

HIRING RANGE: $14.9322 – $18.3666/hourly

PAY CLASS: G

DAYS WORKED: Monday-Friday

HOURS WORKED: 8:00 a.m. – 5:00 p.m.

TYPE OF POSITION: Regular, Full-Time

APPLICATIONS WILL BE RECEIVED THROUGH: Tuesday, July 13, 2015

JOB DUTIES

ESSENTIAL DUTIES:
Performs a variety of routine and complex clerical, secretarial and/or administrative work in keeping official records, providing administrative support to the Fire Department staff, and assisting in the administration of the standard operating policies and procedures of the department.

Develops and runs reports from Firehouse fire reporting software.

Provides back up support for inputting payroll for all Fire Department divisions, balancing the hours and ensuring accuracy of the payroll.

Receives and processes requests from the public, including distributing the requests to the appropriate persons, and/or scheduling them on multiple calendars, keeping track of and providing follow up as needed.

Maintains Fire Chief's calendar.

Schedules inspections for the Fire Marshal's Office.

Checks in plans for the Fire Marshal's Office.

Maintains confidential personnel files.

Assists in creating forms used in organizing day to day activities.

Orders and maintains inventory of office supplies, forms for use by all Fire Department personnel, and badges/collar brass.

Provides back up support for Staff Meetings, including coordinating/creating agendas, writing and distributing minutes.

Maintains Wildland Callout files. Creates and sends invoices accordingly.

Keeps track of and schedules annual physicals for all Fire Department personnel.

Maintains various personnel databases and lists.

Utilizes the AS400 to order monthly warehouse issues for all stations and to input building maintenance work requests as needed.

Provides back up support for processing requisitions and FPO's.

Responsible for depositing all incoming funds and entering data into tracking spreadsheet.
Receives and distributes incoming mail.

Assists all personnel with special projects as needed.

Inputs data to standard office and department forms.

Attendance at work is an essential function of this position.

NON-ESSENTIAL DUTIES:
Assists in researching information from division files.

May serve on various employee committees, as required and assigned.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

QUALIFICATIONS
This position is subject to the City's Drug and Alcohol Free Workplace Program. This includes: pre-employment testing, post-accident testing, reasonable suspicion testing, return-to-duty testing, and follow-up testing.

Must have graduated from high school or GED equivalent. Preference points will be awarded to candidates based on formal education, based on a 100-point grading scale (0.5 points = Associate's degree, 1 point = Bachelor's degree, 1.5 points = Master's degree or higher)

Ability to type and enter data at a rate sufficient to perform duties of job.

Must have 2 years of previous office based experience. Working knowledge of PC and software packages, including specific knowledge of Microsoft Office and AS400 is helpful.

Working knowledge of general office practices and procedures, with proficient spelling and grammatical skills.

Ability to accurately record and maintain records.

Ability to work in a dynamitic team based environment.

Data entry experience preferred.

Ability to communicate effectively verbally and in writing.

Ability to effectively meet and deal with the public.

Ability to work under stress and handle stressful situations.

Ability to successfully organize, work and complete multiple tasks simultaneously.

Ability to meet deadlines.

Ability to maintain confidential, sensitive material.

Ability to establish and maintain working relationships with co-workers, supervisors, other City personnel and the public.

Ability to operate tools and equipment listed.

Extensive background checks required.

TOOLS AND EQUIPMENT USED:
Telephone, PC including AS400, Microsoft Office, and fire industry-related software, calculator, copy machine, and fax machine.

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 the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit; walk; talk or hear; use hand to operate tools or controls; and reach with hands and arms. The employee is occasionally required to walk or stand.

The employee must frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.

WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The work environment is a normal office setting. The noise level in the work environment is usually quiet to moderate.

WE ARE AN EQUAL OPPORTUNITY EMPLOYER, M/F.

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