Administrative Assistant - City of McPherson

Administrative Assistant

City of McPherson Fire Department

POSITION SUMMARY

Under the supervision of the Fire Chief, the Administrative Assistant is a non-exempt position under FLSA, which works closely with the Fire Chief, to perform clerical, accounting and bookkeeping duties necessary for the Fire Departments success. This position is responsible for maintaining department records, preparing department payroll, budget administrative duties and answering the phone. This position should possess excellent communication, organizational, accounting, and public relation skills.

Classification

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WAGES: $18.86 - $25.35

FLSA:  NON-EXEMPT

ADA: APPLICABLE

FMLA: ELIGIBLE

KPERS: ELIGIBLE

OSHA:

WORKING CONDITIONS:

ESSENTIAL FUNCTIONS

·         Types incident, inspection, investigative response, and maintenance reports if needed;

·         Maintains and files training records;

·         Maintains payroll records, vacation schedules, and personnel files;

·         Provides administrative support in regards to the budget;

·         Maintains accounts payable/receivable records for the department;

·         Schedules fire safety house tours, fire station tours, and is responsible for educational materials made available during tours;

·         Compiles month-end and year-end reports;

·         Produces monthly NFIRS state reports;

·         Maintains office inventory;

·         Fields questions, concerns, and complaints from the general public;

·         Prepares billings for hazardous materials runs for McPherson County;

·         Types narrations and dictations when necessary and QCs reports as assigned;

·         Writes grants for the department;

·         Follows department policies and procedures

·         Process yearly City inventory and complete annual statement

·         Process uniform orders and Class A uniforms;

·        Process and mail education materials;

·         Review year end for budget reallocations;

·         Process hose and hydrant testing into Firehouse Software;

·         Community Risk Reduction-manage the smoke alarm program through the American Red Cross

·         Reconcile vacation reports to the City;

·         Enter month end, vehicle maintenance and work reports into Firehouse as needed.

Marginal functions

·         Edits and proofreads any outgoing department correspondence;

·         Produce auction and destroy paperwork for city offices;

·         Performs other duties as deemed necessary by the Fire Chief.

POSITION REQUIREMENTS

Experience: At minimum one year of similar or related experience is required. Employee is expected to have acquired the necessary information and skills to perform the job reasonably well within six months of employment. Must complete ICS 100,200, and 700 in one year’s time.

Education: A college degree in Business Administration, Public Administration or a relative field preferred.

Technical Skills: A thorough knowledge of office procedures, bookkeeping procedures, computers, and a working knowledge of mathematics is required. This employee must be able to operate computers, printers, calculators, photocopiers, two-way radios, and other office equipment and be well versed in Microsoft Office. The ability to follow department policies and procedures, to concentrate on tasks in the presence of distractions, to prepare reports, to type with speed and accuracy, and to interpret written instructions, proposals, reports, and financial statements is required. This employee should possess excellent accounting, organizational, public relations, oral and written communication skills.

Problem Solving: Some problem solving is involved in this position. This employee encounters problems with scheduling conflicts, and citizen complaints and concerns.

Decision Making: Some decision making is involved in this position. This employee makes decisions about prioritizing daily work assignments, and performing daily duties in the most efficient manner and makes decisions within their scope of responsibilities.

Supervision: This employee works with frequent supervision from the Fire Chief. This employee does not exercise any supervisory responsibilities.

Financial Accountability: This employee is responsible for Firehouse resources. This employee does participate in the annual budget process.

Personal Relations: Daily contact with the general public, co-workers, and supervisory personnel is expected.

Working Conditions: Working in an office setting with a computer is the primary aspect of this position. This position may be called into work during a City wide crisis situation and under the stress of such situation.

Physical Requirements: Physical activity associated with working in an office setting is required to perform the daily duties of this position.

Residence Requirements: Live within McPherson County and maintain an active cell phone.

***The specific statements shown in each section of this description are not intended to be all-inclusive. They represent typical elements and criteria considered necessary to successfully perform the job

Updated: 10/30/2020