Administrative Assistant Fire Department

City of Fairbanks•Alaska 99701, AK

1d•Onsite

About The Position

This position is responsible for providing staff assistance to the Department Head, assuming responsibility for certain delegated administrative functions, and carrying out special projects. The work is characterized by broad latitude for the exercise of independent judgment and initiative on the part of the employee in carrying out administrative functions. Assignments include a wide variety of tasks designed to relieve the Department Head of details by the review of materials, assembling of information, and the dissemination of general information. Assignments, both administrative functions and specific projects, are received in the form of general outlines or desired results and the employee is expected to use considerable discretion in defining the methodology in carrying out the assignment to completion. Work is performed under the administrative direction of the Department Head and is reviewed by reports, conferences, and results obtained.

Requirements

Graduation from an accredited high school or equivalent.
Five (5) years’ experience in administrative office management and general secretarial work.
A minimum typing speed of 70 words per minute with a maximum of 5 errors.
Knowledge of the emergency services field.
Knowledge of modern secretarial and general office procedures including record keeping, English composition, spelling, grammar, and proper sentence structure.
Knowledge of the operation of office equipment and the computer.
Knowledge of computer software.
Ability to work independently, conduct research, gather and analyze information, set priorities, and meet deadlines with a minimum of supervision.
Ability to deal with the public in a pleasant, tactful and courteous manner.
Ability to make minor decisions in accordance with regulations and to apply these to work problems.
Ability to enter/receive data information.
Ability to express ideas clearly and concisely, both orally and in writing.
Ability to maintain a high degree of confidentiality.
Ability to maintain good interdepartmental and public relations through good judgment and tact.
Ability to perform typing duties, taking of minutes, transcription, and all stenographic work in a rapid and accurate manner.
Ability to use Microsoft Office Suite for work related job functions.

Responsibilities

Maintains account lines for the Department budget and assists to insure compliance with the budget as set forth by the City Council.
Conducts research on problems or projects, as assigned by the Department Head.
Makes recommendations, verbally or in report form.
Assumes responsibility for departmental functions as delegated by the Department Head.
Coordinates collection and preparation of operating reports such as timecards and attendance records, terminations, new hires, transfers, budget expenditures, and statistical records of performance data.
Responsible for purchasing of all departmental supplies and maintaining the supply facility.
Handles payroll responsibility for the department.
Transcription of dictation and other reports relating to departmental functions.
Prepares reports including conclusions and recommendations for solution of administrative problems.
Issue Department memoranda regarding miscellaneous issues at the direction of administration.
Maintains training and information files.
Other duties as assigned by the department head.
Receive, sort, and process fire department mail, supplies, deliveries, and packages.