Office Coordinator - Fire Department

The City of Independence Ohio•Independence, OH

7d•$20 - $45•Onsite

About The Position

The Office Coordinator is responsible for managing office communications and facilitating key tasks and procedures within the Fire Department. This role provides highly skilled secretarial support, requiring excellent clerical, computer, and general office skills. The position involves interaction with City employees, the public, and visitors. The Office Coordinator must be able to follow instructions, perform a variety of administrative duties with minimal supervision, and prioritize work with an emphasis on multi-tasking.

Requirements

Office Coordinator or Administrative Assistant experience
Excellent time management skills and ability to multi-task and prioritize work
Attention to detail and problem-solving skills
Excellent written and verbal communication skills
Proficiency in current Microsoft Office software
Ability to learn additional software associated with City and department operations
Valid Ohio Notary Public commission issued by the Ohio Secretary of State, or willingness to obtain within 1 year from hire date.
CPR and AED certified, or willingness to obtain within 1 year from hire date.
Knowledge of City procedures, ordinances, etc. that affect the work
Knowledge of generally accepted clerical and secretarial practices, procedures, and systems
Knowledge of standard office equipment including telephone system and voice mail, photocopiers, scanners, facsimile machines, personal computers and related word processing, spreadsheet, and presentation software
Knowledge of correct use of grammar, punctuation, and spelling
Knowledge of basic arithmetic and bookkeeping procedures
Knowledge of Department and City policies and operating procedures
Ability to organize work in a logical and efficient manner
Ability to maintain record-keeping systems
Ability to perform accurate and efficient data entry using a computer keyboard and terminal
Ability to operate standard office equipment
Ability to follow departmental or operational procedures and practices
Ability to compose routine correspondence
Ability to perform simple bookkeeping functions
Ability to produce simple reports, accurately
Ability to communicate effectively with others both verbally and in writing
Ability to develop and maintain effective working relationships with supervisors, co-workers, and the general public
Ability to work on multiple tasks simultaneously
Ability to work in an open environment with interruptions
Ability to maintain confidentiality
Five (5)+ years paid work experience performing advanced, general clerical duties using modern computer software in an environment characterized by a moderate amount of interruption and multiple simultaneous tasks.

Nice To Haves

Associate Degree in Business or a related field highly desirable.

Responsibilities

Greet in-person visitors to the department and provide assistance or direct them to the appropriate representatives.
Answer telephone calls, provide general department information, direct calls, and take messages.
Create and maintain databases for collecting and reporting department statistics and for record retention.
Perform data entry to update calendars and staff schedules.
Perform billing and bookkeeping tasks, including recording and summarizing fee deposits.
Prepare invoices for annual permits.
Process applications for Special Permits and collect associated fees.
Compile, copy, sort, and file records and documents.
Prepare purchase requisitions and maintain a file of records.
Open, sort, and route incoming mail and email, and prepare outgoing mail.
Operate office machines such as photocopiers, scanners, facsimile machines, voice mail systems, and personal computers.
Monitor office supply inventory levels and replenish as needed.
Coordinate with other working partner agencies.
Act as a confidential aide to the Fire Chief.
Monitor and assist with department social media updates.
Assist and participate in department meetings as required.
Be available for occasional special events or emergent activities.
Perform a variety of secretarial tasks in support of programs, departments, or divisions.
Prepare memos, letters, reports, and other documents using current word processing, spreadsheet, database, and/or presentation software.
Proofread a variety of documents.
Maintain the department's personnel files.
Process forms for personnel actions and payroll.
Gather, compile, and summarize information for routine and non-routine reports as requested by the Chief.
Establish and maintain departmental filing systems.
Perform other duties as required.