Administrative Assistant (Fire Department)

City of San Angelo Texas•San Angelo, TX

2d•Onsite

About The Position

GENERAL PURPOSE: Provides skilled secretarial support to assigned management personnel; coordinates administrative operations for area of assignment; prepares and processes various types of correspondence, reports, and other documentation; maintains departmental records and files; conducts a variety of general accounting tasks; and performs other related duties as assigned. PRIMARY DUTIES AND RESPONSIBILITIES: The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties. Coordinates departmental clerical operations for area of assignment. Provides skilled administrative support to a manager and/or other departmental personnel. Answers, screens, and directs incoming calls; documents and distributes phone messages. Greets and directs visitors to appropriate City departments and/or personnel. Provides information and assistance to the public; responds to inquiries regarding departmental operations, policies, programs, events, and/or services; receives public complaints. Coordinates meetings, appointments, and/or other functions. Coordinates public events for the department. Prepares, processes, copies, files, and distributes correspondence, memorandum, or other types of documentations; designs and produces forms, brochures, announcements, bulletins, and/or banners. Compiles and/or analyzes data; prepares, generates, and/or submits various types of reports as required by City departments and outside agencies. Performs data entry; updates and maintains departmental records, files, filing systems, and databases; coordinates and schedules the transfer, archiving, and destructions of records as assigned. Processes accounts payable and/or receivable; assist in payroll, purchase orders, and requisitions; assists in the preparation of departmental budgets. Assist in the order and distribution of department assigned uniforms. Prepares and maintains records of internal deposits. Produces and maintains records of Public Information Requests pertaining to medical records; to include the billing for medical records requests. Coordinates the ordering of departmental supplies, equipment, and department uniforms; obtains vendor quotes and bids as required. Collects, processes, and distributes incoming and outgoing departmental mail. May provide training and/or supervise the work activities of assigned personnel. Performs other routine and/or specialized duties relative to area of assignment as required. Hours: M-F; 8AM-5PM Regular and timely attendance is required. Other duties as assigned.

Requirements

High School Diploma or equivalent.
Two years' experience as an administrative assistant; OR An equivalent combination of education and experience.
A driver license with a good driving record is required.
Applicants with an out-of-state driver license must provide an original certified driving record from the state of driving licensure.
Principles and practices of office administration
Regulations governing departmental activities.
Records management principles and standards.
Basic accounting and bookkeeping principles.
General office equipment and standard computer software applications.
Customer service standards and protocol.
Providing skilled secretarial support to management and/or other departmental personnel.
Coordinating clerical operations and activities for area of assignment.
Preparing and processing various types of correspondence and other documentation.
Updating and maintaining departmental records, filing systems, and databases.
Performing a variety of general accounting duties.
Establishing and maintaining cooperative working relationships with other staff, City departments, outside agencies, community organizations, contractors, vendors, and the general public.

Responsibilities

Coordinates departmental clerical operations for area of assignment.
Provides skilled administrative support to a manager and/or other departmental personnel.
Answers, screens, and directs incoming calls; documents and distributes phone messages.
Greets and directs visitors to appropriate City departments and/or personnel.
Provides information and assistance to the public; responds to inquiries regarding departmental operations, policies, programs, events, and/or services; receives public complaints.
Coordinates meetings, appointments, and/or other functions.
Coordinates public events for the department.
Prepares, processes, copies, files, and distributes correspondence, memorandum, or other types of documentations; designs and produces forms, brochures, announcements, bulletins, and/or banners.
Compiles and/or analyzes data; prepares, generates, and/or submits various types of reports as required by City departments and outside agencies.
Performs data entry; updates and maintains departmental records, files, filing systems, and databases; coordinates and schedules the transfer, archiving, and destructions of records as assigned.
Processes accounts payable and/or receivable; assist in payroll, purchase orders, and requisitions; assists in the preparation of departmental budgets.
Assist in the order and distribution of department assigned uniforms.
Prepares and maintains records of internal deposits.
Produces and maintains records of Public Information Requests pertaining to medical records; to include the billing for medical records requests.
Coordinates the ordering of departmental supplies, equipment, and department uniforms; obtains vendor quotes and bids as required.
Collects, processes, and distributes incoming and outgoing departmental mail.
May provide training and/or supervise the work activities of assigned personnel.
Performs other routine and/or specialized duties relative to area of assignment as required.