Administrative Coordinator - Fire

City of Odessa•Odessa, TX

23h•$21 - $28•Onsite

About The Position

Under basic supervision, performs a wide variety of administrative, customer service, and technical support functions of a highly responsible nature in relieving a Director of technical, organizational, and administrative duties; performs special assignments and resolves operational issues, using knowledge of the operations and policies of City and Odessa Fire Rescue (OFR).

Requirements

High School Diploma/GED required.
1 year of experience as an Administrative Assistant or Senior Administrative Assistant.
Knowledge of policies, rules, and regulations covering specific areas of assignment.
Knowledge of City administration policies, including accounting, budgeting, payroll, purchasing, and personnel rules.
Knowledge of operations, services, and activities performed by assigned department.
Knowledge of methods, procedures, and standards for public sector accounting, record keeping, file maintenance, and records management.
Knowledge of methods and techniques of researching and compiling data for reports and presentations.
Knowledge of customer service principles, protocols, and methods.
Knowledge of business computers and standard MS Office software applications.
Skill in understanding and applying relevant rules, ordinances, codes, regulations, administrative orders, and other governing regulations.
Skill in interpreting and explaining policies and procedures of assigned department.
Skill in using initiative and independent judgment within established procedural guidelines.
Skill in researching and compiling data for reports and technical documents.
Skill in dealing tactfully and courteously with the public.
Skill in following verbal and written instructions and procedures.
Skill in entering data with high levels of accuracy and productivity.
Skill in establishing and maintaining cooperative working relationships with co-workers.
Skill in communicating effectively verbally and in writing.
A valid Texas State Driver's License is required.
Must have or obtain a Notary Public within one year of employment.

Nice To Haves

Associate's degree preferred.

Responsibilities

Independently plans and coordinates executive support functions and services; provides administrative management of sensitive and confidential issues; exercises initiative and considerable independent judgement in performing administrative functions.
Manages aspects and researches related information for special projects and programmatic assignments, requiring knowledge of operations, policies, and procedures of the City and the OFR.
Assures that Fire Chief's action items are properly processed, managed, and resolved; prepares information necessary for administrative decisions and implementation of policies and decisions.
Maintains calendars, and resolves complex meeting and travel schedules for the Fire Chief. Coordinates meeting rooms and resources; coordinates meeting agendas, minutes, action item lists and presentation materials.
Completes departmental requirements by scheduling and assigning duties to administrative staff, following up on work results.
Processes a variety of administrative forms, maintains and updates City records and information tracking systems; prepares correspondence, reports, accounting records, and administrative documents.
Assists with managing personnel and payroll files; researches files and computer databases; assures all administrative actions are in compliance with City policy, procedures, and guidelines.
Acts as department representative in records management program. Maintains department record information, retention schedule, and destruction log.
Works with administrative staff to coordinate the EMS Lifeline program including planning of advertising campaign, enrollment and records management.
Provides informed and confidential technical assistance to customers and others having business with the City; assists customers with requests, applications, and other documents; retrieves and releases information according to City procedures; explains City rules, policies, and procedures.
Assists the Fire Chief with financial objectives by preparing the annual budget.
Maintains professional and technical knowledge that will aids productivity and efficiency within the department.
Supports the departmental operations with regular and timely attendance.
Supports the relationship between the City of Odessa and the general public by demonstrating courteous and cooperative behavior when interacting with visitors, all Odessa Fire Rescue personnel, and City staff; maintains confidentiality of work-related issues and City information; performs other duties as required or assigned.