ADMIN ASSISTANT - 911
About The Position
The Admin Assistant provides secretarial and administrative support to the Director of Central Dispatch under the Director’s supervision. The role drafts and types correspondence, maintains records and manuals, supports budget preparation and accounts payable, gathers information and prepares reports, and attends meetings to record and distribute minutes. It also supports employment processes, office inventory, payroll review, staff scheduling, overtime administration, training records and registrations, and required state reporting. The position must maintain the confidentiality of personnel, administrative, negotiation, and labor relations documents. The employee completes training and routinely performs duties needed to assist as a Communication Shift Supervisor during emergencies and staffing shortages.
Requirements
- High school graduation or equivalent experience.
- Three years of prior experience in police, fire, EMS, or a related telecommunications setting.
- Ability to type 45 words per minute after corrections.
- Knowledge of basic payroll and accounting principles, practices, and terminology.
- Proficiency in Microsoft Office and G-Suite programs.
- Ability to use general office equipment, including a computer, scanner, copy machine, fax machine, printer, adding machine, and multi-line phone system.
- Ability to learn and use payroll and accounts payable software.
- Ability to understand union contracts.
- Ability to work under deadlines and respond to changing priorities.
- Ability to work closely with management while handling sensitive information.
- Excellent written and oral communication skills.
- Must meet all requirements for LEIN operator certification within six months of hire.
- Must maintain certifications required of a Shift Supervisor, including LEIN, EMD, and the appropriate level of first aid and CPR certification.
Nice To Haves
- Advanced coursework in data processing, word processing, accounting, or other administrative areas.
Responsibilities
- Provide secretarial and administrative support to the Director of Central Dispatch.
- Receive and screen visitors and telephone calls.
- Type correspondence, memoranda, and reports; maintain policy and procedure manuals, files, personnel records, and mailing lists.
- Attend Central Dispatch Authority, Technical Advisory Committee, and other subsidiary committee meetings; take and distribute minutes.
- Maintain budgetary records, enter information into the system, and assist with budget preparation.
- Process accounts payable by preparing vouchers and requisitions, verifying invoice amounts and account numbers, submitting invoices, and entering outstanding invoices into the online accounts payable system.
- Research, prepare, and maintain statistical records and reports, including annual reports for the State of Michigan.
- Perform LEIN validations for accuracy and completeness.
- Receive and process employment applications, schedule testing, assist with testing procedures, correspond with applicants, and otherwise assist with hiring.
- Maintain office supply inventory and reorder supplies as necessary.
- Complete required training and routinely perform tasks needed to assist with Communication Shift Supervisor functions during emergencies and staffing shortages.
- Maintain confidentiality of personnel and administrative documents, including negotiations and labor relations materials.
- Review, edit, and approve payroll for the entire staff.
- Manually prepare staff schedules around time-off requests while considering minimum staffing, union agreements, and department policies.
- Post the overtime list and award overtime.
- Track staff training records for compliance with Michigan State 9-1-1 Committee and International Academies of Emergency Dispatch requirements; register staff for training and coordinate travel.
- Receive payments for state and local surcharges, Freedom of Information Act requests, and tower rentals, and prepare deposit advice for the treasury.
- Maintain the surcharge spreadsheet for finance department audits.
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Education Level
High school or GED
