Administrative Assistant II - Fire

City of Saratoga Springs•Saratoga Springs, UT

11d

About The Position

This position performs general administrative duties for Fire & Rescue, including planning and scheduling events and tours, supporting UFIRS (State Fire) and Polaris (State EMS) compliance, tracking training, and helping maintain the department’s web-based training tools. It also serves as a receptionist, answering and routing calls, greeting visitors, providing general information and directions, and responding to routine inquiries. The work helps ensure department files and records are accurate and up to date. The position works under the specific direction of the Fire Chief and under the general supervision of the City Manager. The City requires an online application and supporting documentation as applicable. Pre-employment drug testing, proof of employment eligibility, and a background check are required. The position does not receive benefits.

Requirements

High school diploma or GED equivalent.
Four years of progressively responsible secretarial or administrative experience; municipal experience is preferred.
Valid Utah driver license.
General understanding of the department and basic understanding of City services and processes, policies, and procedures.
Knowledge of fire codes and natures, and EMS coding and natures.
Knowledge of modern office practices and equipment, including computer terminals and other office equipment.
Basic knowledge of Microsoft Office programs and ability to learn specialized software while typing accurately.
Ability to communicate calmly and effectively verbally and in writing.
Ability to respond to public inquiries by telephone, in writing, or in person.
Strong interpersonal communication, telephone etiquette, and public relations skills.
Ability to handle a high volume of telephone calls courteously, quickly, and accurately.
Ability to maintain strict confidentiality of sensitive information.
Ability to proofread documents and read, interpret, apply, and explain rules, regulations, policies, and procedures.
Ability to establish and maintain cooperative working relationships with elected and appointed officials, City employees, and the public.
Ability to make and implement sound decisions, exercise good judgment, follow policies and instructions, and work independently with general supervision.
Ability to establish and maintain comprehensive records and files.
Attention to detail and a high level of accuracy; effective organizational, stress-management, and time-management skills.
Ability to understand and carry out written and oral instructions.
Ability to meet the stated physical demands, including moving boxes weighing up to 30 pounds and carts weighing up to 100 pounds, and to operate a car, pickup truck, van, or similar motor vehicle.

Nice To Haves

Secretarial or administrative experience in a municipal setting.

Responsibilities

Answer and route incoming calls on the department’s general telephone line using a multi-line telephone.
Receive and greet station visitors and direct them to their destinations.
Provide general information about City functions and respond to routine inquiries or complaints, or direct people to the appropriate officer.
Handle simple non-routine questions referred by lower-level staff and refer sensitive or complex matters to appropriate staff.
Perform office support tasks, including sorting and distributing incoming mail, posting and delivering outgoing mail, and preparing and distributing labels, correspondence, reports, and other documents.
Assist with special projects and assignments involving research, coordination, and data compilation.
Assist with recordkeeping for confidential or sensitive information, including timekeeping and personnel information.
Assist with processing GRAMA records requests through the City Recorder.
Assist with cross-departmental communications and projects.
Enter and track training compliance data.
Help prepare monthly reports on training hours and man-hours in fire-related functions.
Assist personnel with issues involving CEUs and certifications.
Attend training to stay current on department issues.
Perform other duties as assigned.