Office Coordinator - Fire Department

The City of Independence Ohio•Independence, OH

5d•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, and requires the ability 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.

Nice To Haves

Associate Degree in Business or a related field highly desirable.

Responsibilities

Greet in-person visitors to the department and provide information or direct them to the appropriate representatives.
Answer telephone calls, provide general department information, direct calls, and take messages.
Create and maintain databases for department statistics and 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 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.
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.