Fire Services Administrative Assistant - FMO

City of McKinney•Tx 75069, TX

About The Position

The Fire Services Administrative Assistant provides intermediate day-to-day, multifunctional business and administrative support to divisional operations in the Fire Marshal’s Office (FMO). The position may participate in special projects or committees, coordinate divisional workflow, and provide administrative support to executive-level staff as needed. The role supports division operations through reporting, budget and purchasing administration, payroll and personnel-record processing, training and travel coordination, records retention, customer service, and coordination with IT, facilities, vendors, and other agencies. FMO-specific responsibilities include processing communications and public records requests, managing meeting-room use, coordinating staffing and inspection schedules, supporting fire permit intake and review workflows, and assisting with background investigations and employee records. The employee is expected to uphold the City’s values of Respect, Integrity, Service, and Excellence; maintain confidentiality; comply with applicable City policies and procedures; and work a schedule that may require flexibility. Employment is contingent on passing a drug screen and background check and holding a Class C Texas driver’s license.

Requirements

High school diploma or GED.
Three years of experience and/or training involving administrative or clerical work, budget administration, and typing; qualifying related experience may substitute for the stated minimum qualifications if it results in acceptable proficiency.
Excellent oral and written communication skills.
Ability to maintain confidentiality, strong ethics, and a customer-service orientation.
Ability to obtain and maintain Criminal Justice Information Services Security Awareness Certification.
Experience using Microsoft Office software and basic computer skills.
Must pass a drug screen and background check.
Must have a Class C Texas Driver’s License.
Ability to communicate effectively with peers, supervisors, subordinates, and customers; plan and organize work; calculate and interpret data; apply procedures and standards; exercise judgment; and work effectively as a team member.
Must comply with applicable City and department policies and conduct requirements, including confidentiality requirements for law-enforcement-sensitive information where applicable.

Responsibilities

Prepare, collect, research, and analyze data and statistics for monthly reports.
Research and present cost comparisons for supplies and equipment, and prepare cost-savings reports.
Assist with monitoring division budgets and accounts; enter requisitions or make purchases; maintain inventories; coordinate invoices; process receipts and bills; and balance budget-tracking ledgers.
Reconcile divisional P-Card statements and resolve billing or other issues with vendors and suppliers.
Process payroll, review timesheets for accuracy, and research discrepancies.
Handle administrative requirements for promotions, transfers, and new hires, including preparing workstations and updating personnel files, databases, and records.
Process training registrations; coordinate staff travel and accommodations; prepare approval forms; create training rosters and orders; and maintain training attendance records, documentation, and certificates.
Notify municipal and district courts about sworn personnel training to assist with court docket scheduling.
Prepare and catalog records for retention and archiving in compliance with Texas records-retention periods.
Serve as liaison with IT and facilities for divisional needs, including systems and hardware issues, email distribution changes, facility repairs, and department keys.
Type, prepare, transcribe, proofread, and complete correspondence and reports; produce a bi-weekly slideshow with officer, division, and city information.
Provide clerical support to upper-level administrative and supervisory staff; provide customer service and information about City, department, and division services; and provide backup coverage as needed.
Monitor building-maintenance needs and report issues; maintain conference and training room schedules.
Maintain confidentiality of departmental documentation and issues; maintain required security-awareness certification; comply with City policies and attendance requirements; and work flexible hours when needed.
Fulfill public records requests related to fire incidents, investigations, inspections, code violations, plans, and environmental assessments in accordance with applicable requirements.
Process communications to the Fire Marshal’s Office and answer or distribute them as appropriate.
Manage publicly available meeting rooms in fire department facilities, including inquiries, applications, security deposits, scheduling, access cards, and use policies; coordinate room use with the county elections office when needed.
Maintain divisional rosters, staff contact lists, vehicle and equipment assignments, and a real-time assignment board; coordinate calendars and inspection-scheduling software.
Coordinate inspection and re-inspection scheduling, system impairments, code complaints, meetings, training, and vehicle maintenance.
Liaise with vendors and contractors for special events and after-hours inspections, including invoicing and staff scheduling.
Intake new and revised fire permit submissions, check applications for completeness, link related permits, organize electronic files, download documents, and assign submissions to reviewers.
Perform eligible counter-approval plan reviews for fire-code compliance; process completed reviews and invoices, or notify customers of required revisions.
Manage active permits to support workflow and apply or remove holds and fees as appropriate.
Assist with background investigations, including authorized criminal-history checks and scheduling investigator interviews; maintain required TLETS certification for criminal-history searches.
Assist with TCOLE personnel files and maintain other employee records in department and divisional records systems; review sensitive employee documents for accuracy.
Perform other job-related duties as requested by management.