Administrative Assistant III - Fire

City of Denton • Denton, TX

7d • Onsite

About The Position

Responsible for performing moderate-to-complex administrative and technical duties requiring administrative detail, discretionary decision-making, and specialized knowledge. Independently administers assigned responsibilities ensuring excellent customer service.

Requirements

• High School diploma or equivalent; and Three (3) years of administrative experience customer service, critical-thinking, discretionary decision-making, and handling of confidential matters, OR Associate’s Degree from an accredited college or university in Public Administration, Business Administration, Secretarial Science, or related field; and One (1) year of administrative experience customer service, critical-thinking, discretionary decision-making, and handling of confidential matters, OR Any combination of related education, experience, certifications, and licenses will result in a candidate successfully performing the essential functions of the job.
• Knowledge of City of Denton policies and procedures.
• Knowledge of office procedures and standard office equipment.
• Skill in analyzing, researching, and compiling data and thoughts to solve problems.
• Skill at the intermediate level, working with Microsoft Office 365, and other software systems to complete work.
• Skill in interpersonal relationships, including using tact, patience, and courtesy.
• Skill in providing exceptional service to both internal and external customers.
• Ability to work independently to manage multiple work tasks while balancing competing priorities with attention to detail and in a fast-paced environment.
• Ability to establish and maintain effective interpersonal relationships.
• Ability to use software to create spreadsheets and databases, complete word processing, process work orders and access databases.
• Ability to accurately prepare and maintain records, files, and reports.
• Ability to handle records and complex situations of a confidential nature.
• Ability to handle difficult and stressful situations with professional composure and confidentiality.
• Ability to work independently while handling multiple tasks and changing priorities with attention to detail.
• Ability to communicate effectively, both in oral and written forms, for the needs of the audience.
• Must pass a drug test, criminal history background check, and social security number verification.
• If Police Department, must meet civilian hiring standards of the Denton Police Department.

Responsibilities

• Provide information regarding division policies and procedures to internal and external stakeholders; update division policies and procedures as directed.
• Provide principle secretarial support to the department; calendaring, note taking, arrange meetings, conferences, and travel.
• Assist with the planning, and execution of events, including but not limited to, set-up and/or break down, coordination of meetings, ordering, shopping for supplies and following up with internal and external stakeholders.
• Maintain official documents and retention; monitor records, ensure storage in system-of-record locations, and follow record destruction policy and procedure.
• Perform record keeping duties to assure fiscal and administrative control of department activities, including but not limited to, detailed tracking of expenditures, verification and payment of invoices, prepare/review/process purchase order requests, verify requisitions, and expense and travel reports; ensure data accuracy and compliance.
• Serve as a first point of contact for the department office; screen telephone calls, incoming correspondence and direct and/or guide visitors to their destination.
• Maintain department inventories for office supplies and uniforms; submit supply and/or uniform orders through the City of Denton contracted vendor(s) websites, maintain list of items, acquire product and track date of distribution, as appropriate.
• Produce, proofread, maintain, revise, and verify data for division documents; prepare agenda items, minutes, resolutions, and other related materials, as directed, or needed by leader.
• May conduct simple-to-moderate research to resolve customer concerns and/or identify specialized materials relevant to division projects.
• Perform administrative processes involving payroll procedures, purchase requests, JD Edwards processes and accounts payable; train employees in administrative processes, as needed.
• Act as primary liaison and collaborate with contracted Emergency Medical Services (EMS) billing vendor(s) to resolve financial issues; notifies leadership immediately if not able to resolve concerns.
• Generate, track, and process special services billing for EMS, Hazmat, and training.

Benefits

• Medical, dental, vision, coverage in addition to life and disability insurance plans
• Employee Health Clinic
• Paid Vacation Days and Paid Holidays
• Retirement Plan

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED