Administrative Specialist – Fire Department

City of Prescott • Prescott, AZ

4d • Onsite

About The Position

The City of Prescott is seeking an Administrative Specialist to provide comprehensive administrative and clerical support to the Fire Department. This position may provide customer-facing reception, information dissemination, and a variety of administrative services, with primary support assigned to the Community Risk Management (CRM) division. The position may also be assigned projects and provide support across other department divisions as operational needs arise. The role may provide specialized support for community engagement, public education, and outreach initiatives, including educational classes, community events, facility tours, and related programs. Responsibilities may also include coordinating ride-along programs for the public, students, and partner agencies; assisting with department ceremonies and special projects; and assisting with social media content in alignment with City communication standards. Fire Department Administrative Specialists work collaboratively with all department administrative staff to provide consistent support and maintain efficient daily operations. This role requires confidentiality, accuracy, initiative, sound judgment, strong teamwork, and a commitment to excellent customer service. This position has no supervisory responsibilities. Under general direction, the incumbent is expected to exercise sound judgment within established guidelines while carrying out assigned duties.

Requirements

• High school diploma or equivalent required.
• Three (3) years of full-time administrative work experience, including customer service in an office environment and proficiency in computer programs utilizing Windows computer applications; or any equivalent combination of education, experience and training which provides the knowledge and abilities necessary to perform the essential functions of the position.
• Valid Arizona driver's license.
• Knowledge of public relations/customer service principles, practices, and techniques.
• Knowledge of a variety of computer software for word processing, databases, financial systems, and spreadsheet applications, including Microsoft Office products for Windows and Adobe PDF.
• Knowledge of modern office methods, practices, procedures, and proper phone etiquette.
• Knowledge of principles and techniques of record keeping and filing.
• Knowledge of accounting and/or business practices and methods.
• Knowledge of the City's governmental organization, policies, and procedures.
• Knowledge of rules and regulations related to assigned functions.
• Knowledge of occupational hazards and safety precautions.
• Skill in using a variety of office equipment including computers, phones, 10-key and/or calculators, printers, copiers, scanners, etc.
• Skill in typing, word-processing; preparing and maintaining accurate records, reports, and files.
• Skill in organizing.
• Skill in communicating, both verbally and in writing.
• Skill in applying math to assigned functions.
• Skill in utilizing public relations techniques in responding to inquiries and complaints.
• Skill in preparing presentation materials.
• Skill in handling and prioritizing multiple projects.
• Ability to maintain confidentiality of records and information.
• Ability to type at least 50 words per minute (wpm).
• Ability to establish and maintain effective working relationships with City residents, department heads, employees, elected officials, business and professional groups, and the general public.
• Ability to understand and follow oral and written directions.
• Ability to operate personal computers and operate two-way radios.
• Ability to respond to public/employee inquiries, complaints, and emergencies in a professional and pleasant manner.
• Ability to format and make computations and tabulations with speed and accuracy.
• Safely operates a City vehicle and variety of standard office equipment including a computer terminal, telephone, 10-key calculator, copier, and fax machine requiring continuous and repetitive arm, hand, and eye movement.
• Clearly, concisely, and effectively communicate, both in person and over the telephone.
• Safely lifts 30 pounds without assistance; performs repetitive bending, twisting, and walking.

Nice To Haves

• Experience in fire administration, public education or records management is preferred.
• Knowledge of public safety software is preferred.

Responsibilities

• Serve as the first point of contact for the public, greeting and directing visitors, answering, screening, and directing incoming calls, checking voicemail, responding to general inquiries, gathering essential information, taking complaints, and referring matters for resolution.
• Provide administrative support for public education programs, CPR programs, community events, station tours, and other assigned programs.
• Coordinate ride-alongs with the public, students, and partner agencies.
• Participate in grant writing and management, including identifying and applying for grants, maintaining grant records, filing required reports, and coordinating with governmental grant administrators and partner agencies.
• Assist with department events, ceremonies, meetings, and special projects.
• Assist with social media content creation and oversight in accordance with City policies, guidelines, and communication standards.
• Prepare and distribute departmental reports; conduct research; prepare statistical reports and spreadsheets; and collect and track data.
• Maintain accurate paper and electronic records, files, and databases; retrieve, revise, print, and save documents; assist with Public Records Requests; and organize record retention schedules in accordance with applicable requirements.
• Maintain and track departmental training records, certifications, and safety records.
• Assist with regulatory reporting and records.
• Provide purchasing and payroll support, including processing invoices, P-Cards, and credit card transactions; reviewing employee time for accuracy; tracking and updating employee information; and answering basic employee questions regarding paychecks and policies.
• Assist with budget monitoring, financial reporting, billings, deposits, and related activities depending on department assignment.
• Draft, proofread, and prepare correspondence, reports, agendas, forms, work orders, service orders, requests for bids, requisitions, invoices, training materials, and other official documents; copy, collate, and distribute materials as needed.
• Organize schedules, calendars, appointments, conference rooms, fleet vehicles, travel arrangements, events, and other reservations.
• Order and maintain office supplies and equipment; maintain inventory; submit account transfers; order replacements; and arrange for repair and servicing of office and, when applicable, field equipment.
• Collect, sort, open, and distribute mail and deliveries.
• Serve as a departmental liaison as assigned.
• Maintain various paper and electronic files and databases; manage record control; and collect, track, and maintain departmental information.
• Provide support to assigned projects or programs and assist management and other employees with administrative, research, or operational needs.
• Attend required meetings.
• Perform other duties as assigned in support of department operations.

Benefits

• Employee Assistance Program
• Free subscription to Calm
• Health coaching
• Paid time off up to 25 days in first year of employment
• 10 paid holidays and 1 floating holiday per year
• Free employee only coverage for medical, dental, vision, short-term disability, and life insurance
• Pension and long-term disability through Arizona State Retirement System
• Deferred compensation plans
• Additional life insurance

What This Job Offers

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