Fire Prevention Administrative Assistant

BASIC FUNCTION OF POSITION:

Manages the daily operations of the administrative office in the Fire Prevention Division including supervision of the office staff. Provides administrative and clerical support services to the Fire Marshal of the Fire Prevention Division.

SUPERVISION RECEIVED:

Works under the general direction of the Fire Marshal. Functions independently by using personal initiative to plan, carry out and balance individual assignments.

SUPERVISION EXERCISED:

Directly supervises Fire Prevention Office Support staff.

PRINCIPAL RESPONSIBILITIES:

• Promotes and supports the mission and values of the UFA.
• Directly responsible for managing the daily operations of the administrative office of Fire Prevention including, direct supervision of the clerical staff, training, monitoring, goal setting, assigning, and directing work assignments, appraising performance, rewarding and discipline, addressing complaints, and resolving problems.
• Oversees the office support staff in administering the Hazardous Materials program as well as many other permits and fees. Takes credit card payments over the phone for various permits.
• Receives and assigns requests for inspections to appropriate staff members and station crews.
• Receives multiple daily inquiries from building and system specialist, contractors, and the general public regarding a broad spectrum of fire prevention and life-safety issues. Most questions are answered and resolved without forwarding to other division personnel, due to incumbent's in-depth knowledge of relevant codes, rules, and ordinances.
• Collects, researches, organizes, and enters data into a variety of computer reports and programs. Develops and designs reports and customized office forms for the Fire Prevention Division.
• Monitors the Division budget by keeping record of expenses, submitting the material requests with the proper information, and works with the Fire Marshal to stay within the expected percentages. Responsible for reconciling purchase card statements monthly.
• Coordinates the registration for the Division members to attend seminars and classes.
• Manages the filing system for completed business projects. Creates, organizes, and archives files for convenient access to review and copy when requested.
• Reviews digital records of work accomplished by Division members and prepares quarterly and year end data reports for the Fire Marshal.
• Oversees the Division staff's memberships, certifications, and subscriptions are current by keeping record and submitting proper paperwork and payment.
• Purchases supplies for the needs of the individuals and general function of the division.
• Establishes realistic and obtainable goals with peers and subordinates through a team process and ensures successful obtainment of these goals through appropriate training and assigned accountability.
• Monitors functionality and data gathering of LIV inspection software program and provides input for improvement to the Deputy Fire Marshal and provides assistance as needed.
• Manages inventory and assignments of Knox keys and other secure keys. Oversees management and accountability of keys assigned to UFA apparatus, personnel, and outside agencies to assure adherence to UFA policy and state statute. Provides a weekly report to the Fire Marshal, Battalion Chiefs, Operations Chief and quarterly report to the Fire Marshal.
• Receives, reviews, and assigns GRAMA requests and assures completion in a timely manner.
• Performs other duties of a similar nature or level as assigned.

TYPICAL DECISIONS:

Incumbents typically set their own priorities within assigned programs or projects, relying on demonstrated experience and in-depth knowledge of assigned programs, UFA policies and procedures and customary clerical business practices.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of:

• Administrative functions of all aspects of the Fire Prevention Division.
• Considerable knowledge of Fire and Life Safety codes, plan reviews, inspection process and hazardous materials control operations.
• Knowledge of modern business practices and procedures.
• Extensive knowledge of software programs within the Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Internet Explorer, with the ability to efficiently and effectively learn other computer programs and

technology as required.

Knowledge of business English grammar and language rules, proper spelling, general accounting rules.

Skill (or Skill in):

• Operate and maintain basic office equipment.
• Log and maintain files on the computer for plan reviews, inspections, permits, division budget, and operations of the Fire Prevention Division.
• Route calls and requests from business owners and citizens for inspections and complaints.
• Politely communicate with contractors, business owners, and the general public to resolve issues.
• Supervise and assign tasks to the office assistant.
• Maintain a filing system for completed plan reviews and building projects.
• Proofread and make necessary changes to documents.
• Order and maintain the necessary supplies and forms for the operation of the Fire Prevention Division.

Ability to:

• To use judgment in interpreting and adapting guidelines such as agency policies, precedents, and work directions for application to specific cases or problems.
• Ability to analyze results and recommend changes and/or solutions.
• Ability to communicate effectively, professionally, and project a positive image of the UFA through professional customer service skills, while interacting with other UFA staff, representatives of other jurisdiction/agencies, architects, engineers, system designers, builders, installers, and the general public.
• To meet expected deadlines and attain measurable results while using effective judgement in interpreting or adapting guidelines and protocols to specific cases or problems.
• To delegate work assignments, gives authority to work independently; sets expectations and monitors delegated activities; provides recognition for results.
• To consistently demonstrate the ability to respond to changing situations in a flexible manner in order to meet current needs, such as reprioritizing work as necessary and meeting expected deadlines.

MINIMUM EXPERIENCE AND QUALIFICATIONS:

• Valid Driver's License
• One year of experience in a field closely related to these duties
• List any other required certifications or training courses
• Successfully pass a pre-employment drug screening test

WORKING ENVIRONMENT:

Work is performed in a general office environment during routine office hours, Monday through Friday, however early morning meetings are required and after hours and weekend work is possible. Work activities vary widely including attendance at meetings, classroom training, and driving.

PHYSICAL AND MENTAL JOB REQUIREMENTS

To perform the job successfully, an individual must be able to perform each of the essential job functions satisfactorily. This position involves periods of prolonged sitting and use of computer equipment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This position requires the physical and mental capabilities to read information printed on paper and displayed on computer monitors; hear, speak, and communicate verbally using the English language; cognitive thinking and mathematical calculation capabilities; manual dexterity to manipulate standard office equipment, papers, files, and records. This position requires occasional driving and ability to lift up to ten (10) pounds.

Recruitment, selection, and hiring are open to all persons regardless of race, color, national origin, religion, age, disability, genetic information, gender, gender identity, pregnancy, sexual orientation, marital status and military or veteran status. Reasonable accommodations, including auxiliary communicative aids and service for individuals with disabilities may be provided, upon receipt of a request with five working days notice.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Classified as FLSA Non-exempt and eligible for overtime

Category B position with regard to the Employee's Use of Mobile Phones policy