Senior Administrative Assistant - Fire

City of Midlothian • Tx 76065, TX

1d • Onsite

About The Position

Under direct supervision, this position is responsible for managing the day-to-day office operations and performing a variety of complex administrative tasks essential to the operation of the department.

Requirements

• High school diploma or GED equivalent, is required.
• Five (5) years progressively responsible administrative experience required.
• Advanced knowledge of city and departmental practices, procedures, and systems.
• Knowledge of office practices and procedures.
• Knowledge of and ability to correctly interpret, explain, and apply laws, rules, operations, practices, procedures, regulations, and policies.
• Knowledge, skill, and ability to utilize telephone, fax machines, calculators, computers, and applicable software daily including, but not limited to, Microsoft Office, Microsoft Outlook, Laserfiche, Tyler Incode, Emergency Reports, and other required software/applications.
• Knowledge of the use and care of office equipment.
• Advanced ability to interact with people in a professional and congenial manner.
• Advanced ability to communicate in a clear, effective, and concise manner, both orally and in writing.
• Advanced ability to perform basic operational, technical, and office processes.
• Ability to follow instructions, safety practices, and perform work accurately and thoroughly which requires performing multiple tasks simultaneously under time pressures and deadlines.
• Ability to use sound judgement to understand citizen requests and concerns.
• Ability to maintain a high level of confidentiality.
• Advanced ability to read a variety of materials and deal with system of real numbers, practical application of fractions, percentages, ratios/proportions, and measurement and to write reports, prepare business letters, expositions, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech.
• Ability to calculate time sheets, complete numerical analysis of petitions, and perform research for departmental budgets.
• Ability to effectively maintain office calendar, write phone messages, correspondence, reports, time sheets, etc.
• Advanced ability to be organized and have efficient management of time and deadlines.
• Ability to establish and maintain effective working relationships.
• Ability to be punctual and attend work regularly.
• Must be able to pass a comprehensive background check, CJIS and fingerprint check, and have the ability to comply with state and federal requirements for criminal justice information security standards.
• Must possess and maintain a valid driver’s license with acceptable driving record as established by the City of Midlothian driving standards.
• Notary Public certification required, or must be obtained within six (6) months of employment.

Responsibilities

• Provides administrative and clerical support to assigned department.
• May train, assign, schedule and evaluate work of the assigned staff.
• Greets and assists visitors by answering questions and finding requested information.
• Monitors and orders routine supplies and equipment for the department or work unit.
• Produces correspondence, flyers, forms, reports, spreadsheets, presentations, and other related documents.
• Assists with projects by proofreading, copying, and collating.
• Sends, receives, and delivers faxes, email, and other correspondence.
• Monitors and updates information available on the city web page and social media pages.
• Coordinates the preparation of and prepares department reporting and recordkeeping.
• Maintains database of key information.
• Reviews, corrects, and approves Fire administrative staff biweekly payroll and on-duty staff's 24-day cycle payroll.
• Enters information into computer to prepare correspondence, bills, statements, receipts, checks, and permits by copying information from one record to another.
• Processes all A/Ps and A/Rs for department.
• May take meeting notes and transcript into meeting minutes.
• Assists in the logistics of planning meetings and events, including booking rooms, catering, and printing documents.
• Performs special assignments and research as requested.
• Performs all other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: High school or GED