ADMINISTRATIVE ASSISTANT - Public Safety

Village Center Community Development District•The Villages, FL

2h•Onsite

About The Position

Assist Deputy Chief and Captain with department’s daily office operations. This is a multi-faceted position responsible for working with internal and external customers (residents, guests, visitors, public officials, etc.), handling office equipment, supply purchases, and other office duties. This position is responsible for providing general administrative support as needed to Fire Chief, Deputy Fire Chief and other staff including, but not limited to scheduling appointments, communicating information regarding VPSD over the phone &/or in person.

Requirements

High School Diploma or GED; one to two years related experience and/or training; or equivalent combination of education and experience.
Valid Florida Driver’s License required.
Required FEMA (ICS) certifications must be completed within six months of hire.
All candidates and employees must successfully pass background screening.
Employees may not exhibit any visible body art.
This position is subject to recall or emergency response outside of regularly scheduled hours.
Proven intermediate or better ability in an RMS preferred. Proven ability to accurately access, input, and retrieve information from a computer using RMS programs.
Proven intermediate or better ability in Microsoft Office programs (Microsoft Word, Excel, PowerPoint, and Access).
Proven ability to successfully interact with diverse customer populations while providing excellent customer service.
Well organized and able to successfully multi-task, and work under pressure in a fast-paced environment to meet multiple demanding deadlines.
Ability to successfully work independently and/or with minimal supervision to ensure timely completion of all assigned projects.
Ability to successfully gather, organize and utilize diverse reference, descriptive, and/or advisory data and information.
Ability to successfully interpret instructions furnished in written, oral, diagrammatic, or schedule form to produce required information.
Strong work ethic and commitment to providing optimal customer service.
Excellent written and verbal communication skills and professional appearance and demeanor.

Responsibilities

Answers incoming calls and relays detailed messages in a timely manner to the appropriate staff members. Assists callers by providing complete and accurate information in a polite and professional manner.
Responds to questions from residents regarding department programs (i.e., CPR/AED, weather radio, Fire prevention, emergency management, etc.).
Creates and /or maintains diverse data, and creates associated reports, utilizing Excel.
Keeps administrative staff apprised of important issues within required timeframes.
Maintains CPR classes which consist of; scheduling class dates, signing up people for classes, accepting payments, preparing rosters, preparing rooms for classes.
Provide diverse administrative and/or project support to staff as needed.
Assists in daily departmental operations as needed.
Serves as first point of contact with janitorial contractor to ensure cleanliness of administrative offices.
Contacts residents and citizens for feedback of services post incidents.
Manages department data drives with updating forms, files and overall upkeep.
Assists with coordinating and scheduling Public Relations events.
Schedule training rooms and coordinates room set up as necessary on Outlook.
Opens mail and distributes it to the appropriate department member in a timely manner.
Accurately files documents within required timeframes.
Copy and collate materials, as needed and/or directed, accurately and within required timeframes.
Monitors/orders office supplies, keeping them within budget cost guidelines.
Assists staff with proper operation of office equipment and ensures timely repair of same.
Maintain the internal training and bulletin distribution database system.
Data entry of Department inventory into the current records management software (RMS).
Maintain the personnel credential database.
Maintain minutes at meetings as requested.
Greets visitors, residents and contractors, refers to proper offices.
Answers questions and provides assistance to guests by directing them to proper facility.
Answers and screens incoming phone calls, takes messages, or forwards to proper personnel.
Responds to resident inquiries, reference any question or concern they might encounter.
Picks up, date stamp and routes incoming mail to proper recipient.
Provides back-up when necessary to other office personnel.
Performs other duties as assigned.
May be expected to perform additional duties in an emergency.