Fire Prevention Administrative Assistant

Unified Fire Authority•Salt Lake City, UT

6d•Onsite

About The Position

Manages the daily operations of the administrative office in the Fire Prevention Division, including supervision of office staff. Provides administrative and clerical support services to the Fire Marshal of the Fire Prevention Division. Works under the general direction of the Fire Marshal, functioning independently by using personal initiative to plan, carry out and balance individual assignments. Directly supervises Fire Prevention Office Support staff.

Requirements

Valid Driver's License
One year of experience in a field closely related to these duties
List any other required certifications or training courses
Successfully pass a pre-employment drug screening test
Knowledge of administrative functions of all aspects of the Fire Prevention Division.
Considerable knowledge of Fire and Life Safety codes, plan reviews, inspection process and hazardous materials control operations.
Knowledge of modern business practices and procedures.
Extensive knowledge of software programs within the Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Internet Explorer, with the ability to efficiently and effectively learn other computer programs and technology as required.
Knowledge of business English grammar and language rules, proper spelling, general accounting rules.
Operate and maintain basic office equipment.
Log and maintain files on the computer for plan reviews, inspections, permits, division budget, and operations of the Fire Prevention Division.
Route calls and requests from business owners and citizens for inspections and complaints.
Politely communicate with contractors, business owners, and the general public to resolve issues.
Supervise and assign tasks to the office assistant.
Maintain a filing system for completed plan reviews and building projects.
Proofread and make necessary changes to documents.
Order and maintain the necessary supplies and forms for the operation of the Fire Prevention Division.
Use judgment in interpreting and adapting guidelines such as agency policies, precedents, and work directions for application to specific cases or problems.
Analyze results and recommend changes and/or solutions.
Communicate effectively, professionally, and project a positive image of the UFA through professional customer service skills, while interacting with other UFA staff, representatives of other jurisdiction/agencies, architects, engineers, system designers, builders, installers, and the general public.
Meet expected deadlines and attain measurable results while using effective judgment in interpreting or adapting guidelines and protocols to specific cases or problems.
Delegate work assignments, give authority to work independently; set expectations and monitor delegated activities; provide recognition for results.
Consistently demonstrate the ability to respond to changing situations in a flexible manner in order to meet current needs, such as reprioritizing work as necessary and meeting expected deadlines.
Ability to read information printed on paper and displayed on computer monitors.
Ability to hear, speak, and communicate verbally using the English language.
Cognitive thinking and mathematical calculation capabilities.
Manual dexterity to manipulate standard office equipment, papers, files, and records.
Ability to lift up to ten (10) pounds.

Nice To Haves

Ability to delegate work assignments, gives authority to work independently; sets expectations and monitors delegated activities; provides recognition for results.

Responsibilities

Manages the daily operations of the administrative office of Fire Prevention, including direct supervision of clerical staff, training, monitoring, goal setting, assigning and directing work assignments, appraising performance, rewarding and discipline, addressing complaints, and resolving problems.
Oversees office support staff in administering the Hazardous Materials program as well as many other permits and fees.
Takes credit card payments over the phone for various permits.
Receives and assigns requests for inspections to appropriate staff members and station crews.
Answers multiple daily inquiries from building and system specialists, contractors, and the general public regarding a broad spectrum of fire prevention and life-safety issues, often resolving questions without forwarding due to in-depth knowledge of relevant codes, rules, and ordinances.
Collects, researches, organizes, and enters data into a variety of computer reports and programs.
Develops and designs reports and customized office forms for the Fire Prevention Division.
Monitors the Division budget by keeping records of expenses, submitting material requests with proper information, and working with the Fire Marshal to stay within expected percentages.
Reconciles purchase card statements monthly.
Coordinates the registration for Division members to attend seminars and classes.
Manages the filing system for completed business projects.
Creates, organizes, and archives files for convenient access to review and copy when requested.
Reviews digital records of work accomplished by Division members and prepares quarterly and year-end data reports for the Fire Marshal.
Oversees that Division staff's memberships, certifications, and subscriptions are current by keeping records and submitting proper paperwork and payment.
Purchases supplies for the needs of individuals and the general function of the division.
Establishes realistic and obtainable goals with peers and subordinates through a team process and ensures successful attainment of these goals through appropriate training and assigned accountability.
Monitors functionality and data gathering of LIV inspection software program and provides input for improvement to the Deputy Fire Marshal and provides assistance as needed.
Manages inventory and assignments of Knox keys and other secure keys.
Oversees management and accountability of keys assigned to UFA apparatus, personnel, and outside agencies to assure adherence to UFA policy and state statute.
Provides a weekly report to the Fire Marshal, Battalion Chiefs, Operations Chief and quarterly report to the Fire Marshal.
Receives, reviews, and assigns GRAMA requests and assures completion in a timely manner.
Performs other duties of a similar nature or level as assigned.