Administrative Assistant I (Fire Admin)

City of Beaumont, TX • Beaumont, TX

348d

About The Position

Serves in a support capacity to the Fire Chief with a wide range of complex and technical functions related to fire and rescue services with the ability to perform all job duties accurately with limited supervision; good with numbers and is detailed oriented; ability to work fast when necessary; is able to handle multiple assignments with possible interruptions; prepares the Fire Chief's monthly report by compiling information from other divisions in the department; work with Administrative Assistant II and Operations Secretary in preparing payroll by inputting hours in AS400 and spreadsheets; files a variety of materials; handles sick leave slips and doctors notes; prepares monthly sick leave reports; answers the telephone and transfers calls; assists the public with general information and routes more complex requests to the appropriate departmental representative; coordinates meeting dates and other events for the Fire Chief and obtain all necessary information; may be required to attend meetings to take minutes; completes special projects; coordinates ceremonies and luncheons for the Fire Chief and the department; keeps Rules and Regulations and Standard Operation Guidelines up to date to provide as study material for promotional exams; sorts mail for the department; compiles bid information for opening station positions; willingness to learn the Administrative Assistant II and Operations Secretary job duties to be able to assist when needed.

Requirements

• Graduation from high school or equivalent.
• Supplemented by college level courses in secretarial science preferred.
• Thorough experience in secretarial and general clerical work.
• Prefer two (4) years' experience with municipalities.
• Experience using computer software, including Microsoft Office.
• Experience with IBM iSeries (AS400) computer system preferred.
• Must possess a valid Class C driver's license.

Nice To Haves

• Knowledge of secretarial practices and procedures.
• Knowledge of office practices and procedures and equipment.
• General knowledge of Fire Department operations.
• Knowledge of spreadsheet and Microsoft Office programs.
• Knowledge of systematic and numerical record keeping procedures.
• Knowledge of city policies and procedures.
• Knowledge of Civil Service forms, procedures, and relevant laws.
• Knowledge of collective bargaining agreement.
• Thorough knowledge of mathematical calculations.

Responsibilities

• Serves in a support capacity to the Fire Chief.
• Prepares the Fire Chief's monthly report by compiling information from other divisions.
• Works with Administrative Assistant II and Operations Secretary in preparing payroll.
• Files a variety of materials and handles sick leave slips and doctors notes.
• Prepares monthly sick leave reports.
• Answers the telephone and transfers calls.
• Assists the public with general information and routes complex requests.
• Coordinates meeting dates and events for the Fire Chief.
• May attend meetings to take minutes.
• Completes special projects and coordinates ceremonies and luncheons.
• Keeps Rules and Regulations and Standard Operation Guidelines up to date.
• Sorts mail for the department and compiles bid information for opening station positions.

Benefits

• Equal employment opportunities (EEO) to all persons.
• Reasonable accommodations for qualified individuals with disabilities.

What This Job Offers

• Job Type: Full-time
• Industry: Executive, Legislative, and Other General Government Support
• Education Level: High school or GED