Office Assistant III

County of San Juan•Fire Operations, NM

5d•Onsite

About The Position

Under general supervision of the Office Manager-Fire Operations, performs a variety of secretarial, technical, organizational, and administrative activities to support the functions of the Fire department, to include support of the Shop Parts room; identifies sources, orders, stocks and issues parts and supplies and conducts inventories. Work is performed in an office environment; may be subject to repetitive motion such as typing, data entry and vision to monitor; may be subject to extended periods of intense concentration in the review of documents and reports. May be subject to bending, reaching, kneeling and lifting such as retrieving files, records, and reports. Utilize, process, and navigate the County’s electronic ERP system as necessary and appropriate based on the needs and requirements of this position.

Requirements

High School diploma GED equivalent
three (3) years of administrative, clerical, or secretarial experience.
Valid State of New Mexico Driver's license or able to obtain within six (6) months of employment.

Nice To Haves

Utilize, process, and navigate the County’s electronic ERP system as necessary and appropriate based on the needs and requirements of this position.

Responsibilities

Research files and computer databases.
Assist with processing applications for new volunteers.
Research inquiries from volunteers with processes, policy, or personnel questions.
Maintain department statistical and volunteer information; collect statistical data and compile data for reports; update and assure the accuracy of data bases; assist with reports for PERA & EMS Bureau.
Collect, compile, and analyzes data and information.
Maintain department calendar; receive, open, review and distribute mail; may prepare vouchers (reimbursement, travel, and training); establish and maintain filing procedures; coordinate and monitor assigned projects.
Type, edit, and prepare correspondence, memoranda, letters, legal documents, information packets and other communications; respond to routine letters and composes general correspondence as directed.
Answer phone and determine nature of the calls; log and route calls to appropriate individuals, offices, work units, divisions, or departments to handle inquiries and complaints; take and deliver messages.
Maintain volunteer firefighter personnel files and computer databases.
Prepare for and provide new volunteers with orientation.
Assist public with copies of completed fire reports.
Schedule classroom for use by department and public for trainings and meetings.
Receive, stock, and issue materials, supplies, tools, and equipment; verify incoming shipments for appropriate quantity and quality; signs for items as appropriate.
Orders stock items from blanket vendors; account for and verify materials received; mark stock items as they arrive.
Maintain computerized files; compile records and utilizes computerized stock inventory system to place orders; adjust stock levels based on usage.
Performs other related duties as assigned.