Administrative Assistant II - Fire
About The Position
The Administrative Assistant II performs general administrative duties for the Fire & Rescue department, including planning and scheduling events and tours, supporting UFIRS (State Fire) and Polaris (State EMS) compliance, tracking training, and organizing and maintaining web-based training tools. The role also serves as a receptionist, answering and routing calls, greeting visitors, and providing general information and directions. The position helps maintain accurate and up-to-date department files and records, including sensitive information, and assists with reports, projects, and communications across departments. The position works under the specific direction of the Fire Chief and the general supervision of the City Manager. The role is based in an office environment that is usually moderately quiet, with sustained periods of computer and document work, regular walking, standing, and stooping, and occasional physical tasks such as moving files and equipment. The position requires the ability to operate a motor vehicle.
Requirements
- High school diploma or GED equivalent.
- Four years of progressively responsible secretarial or administrative experience.
- Valid Utah driver license.
- General understanding of the department and basic understanding of City services, processes, policies, and procedures to respond to inquiries.
- 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.
- Ability to type accurately, proofread documents, and establish and maintain comprehensive records and files.
- Ability to communicate calmly and effectively verbally and in writing, and respond to public inquiries by telephone, in writing, or in person.
- Strong interpersonal communication, telephone etiquette, and public relations skills, including handling a high volume of calls courteously, quickly, and accurately.
- Ability to maintain strict confidentiality regarding sensitive information.
- Ability to 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, and follow policies and instructions.
- Strong attention to detail, accuracy, organizational skills, stress management, and time management.
- Ability to work independently with general supervision and carry out written and oral instructions.
- Ability to perform the described physical activities, including lifting, carrying, pushing, pulling, or moving boxes weighing up to 30 pounds and carts weighing up to 100 pounds.
- Ability to operate a car, pickup truck, van, or similar motor vehicle.
- Ability to pass required pre-employment drug testing and background check and provide proof of employment eligibility.
Nice To Haves
- Secretarial or administrative experience in a municipal setting.
Responsibilities
- Answer and appropriately route incoming calls on the department’s general telephone line.
- Receive and greet visitors at the station and direct them to their proper destination.
- Provide general information about City functions and respond to routine public inquiries or complaints, or direct inquiries to the appropriate officer.
- Handle simple non-routine questions or situations referred by lower-level staff and refer sensitive or complex inquiries to appropriate staff.
- Sort and distribute incoming mail and post and deliver outgoing mail.
- Type and format labels, correspondence, reports, and other documents from rough notes, drafts, or oral instructions.
- Distribute copies of materials.
- Assist with special projects requiring research, coordination, and compilation of data.
- Assist in maintaining confidential or sensitive records, including timekeeping and personnel information.
- Assist with processing GRAMA requests for records through the City Recorder.
- Assist with cross-departmental communications and projects.
- Enter and track training compliance data.
- Assist in preparing monthly reports on training hours and man hours in fire-related functions.
- Assist personnel with issues related to CEUs and certifications.
- Attend training to stay up to date on department issues.
- Perform other duties as assigned.
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What This Job Offers
Job Type
Full-time
Education Level
High school or GED
