Administrative Coordinator - Fire Marshal

City of Stafford•Stafford, TX

About The Position

ESSENTIAL DUTIES AND RESPONSIBILITIES: The below statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required. This description is subject to modification as the needs and requirements of the position change. Provides administrative support for the department, including: preparing agendas and minutes; reviewing and processing purchase requisitions, disbursement requests, payment information, invoices, work orders, permits, and department-specific forms and documents; and preparing, reviewing, screening, and/or distributing correspondence, reports, and other documents related to the assigned area. Serves as a primary point of contact, providing appropriate information to the public, employees, and department leadership. Screens, prioritizes, and routes telephone calls, emails, mail, and visitors; responds to routine inquiries and requests. Tracks projects, assignments, correspondence, and requests routed to other staff for response; follows up to support timely completion. Communicates with other City officials and department heads as requested; supports interdepartmental coordination. Schedules meetings, appointments, and services; maintains calendars and coordinates meeting or event logistics; identifies, assembles, and distributes meeting documents. Monitors inventory, equipment maintenance needs, and supplies for the assigned area. Researches needs and prepares or initiates requisitions to replenish stock or maintain equipment. Contributes to the overall success of the department by performing other duties as assigned. Functions as an office liaison with the community and businesses. Assists with equipment budget development by analyzing historical expenditures, anticipated needs, and cost projections. Tracks assigned contracts and project budgets (expenditures, cash flow, and changes) and prepares routine status reports. Maintains documentation for purchase orders, spending, equipment, and inventory reports; supports uniform and equipment recordkeeping. Coordinates printing orders and final document and mailing production; resolves vendor and supplier issues, including billing concerns. Notarizes documents for the public and employees, as authorized. Is able to create invoices for inspections completed. Subject to 24-hour recall: The City reserves the right to require an employee in this position to work overtime, including during emergency situations (defined as any natural or man-made disaster that may or may not necessitate the relocation of City personnel or citizens). In the event of an emergency and/or a required evacuation, the incumbent may be required to remain at work to provide needed services or perform essential duties for the benefit of the general public, including services or duties different from those performed in the normal course and scope of the position.

Requirements

Strong customer service skills
Strong organizational, technical, computer and analytical ability.
Ability to meet time deadlines and effectively communicate/interact with other employees.
Strong written and verbal communication skills and arithmetic skills.
Ability to work independently, as well as in a team environment.
Focus on needs of citizens.
High school diploma, GED or equivalent and five (5) years of progressively responsible administrative/clerical experience of including prior experience in area(s) of assignment.
Valid Texas Driver's License

Responsibilities

Provides administrative support for the department, including: preparing agendas and minutes; reviewing and processing purchase requisitions, disbursement requests, payment information, invoices, work orders, permits, and department-specific forms and documents; and preparing, reviewing, screening, and/or distributing correspondence, reports, and other documents related to the assigned area.
Serves as a primary point of contact, providing appropriate information to the public, employees, and department leadership. Screens, prioritizes, and routes telephone calls, emails, mail, and visitors; responds to routine inquiries and requests.
Tracks projects, assignments, correspondence, and requests routed to other staff for response; follows up to support timely completion. Communicates with other City officials and department heads as requested; supports interdepartmental coordination.
Schedules meetings, appointments, and services; maintains calendars and coordinates meeting or event logistics; identifies, assembles, and distributes meeting documents.
Monitors inventory, equipment maintenance needs, and supplies for the assigned area. Researches needs and prepares or initiates requisitions to replenish stock or maintain equipment.
Contributes to the overall success of the department by performing other duties as assigned.
Functions as an office liaison with the community and businesses.
Assists with equipment budget development by analyzing historical expenditures, anticipated needs, and cost projections. Tracks assigned contracts and project budgets (expenditures, cash flow, and changes) and prepares routine status reports.
Maintains documentation for purchase orders, spending, equipment, and inventory reports; supports uniform and equipment recordkeeping. Coordinates printing orders and final document and mailing production; resolves vendor and supplier issues, including billing concerns.
Notarizes documents for the public and employees, as authorized.
Is able to create invoices for inspections completed.