Administrative Assistant

The City of Forney is seeking a dependable, organized, and detail-oriented Administrative Assistant to support the daily operations of our Fire Department. This position plays an important role in keeping department operations running smoothly by providing administrative and clerical support to the Fire Chief, Fire Marshal, and department personnel.


The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Coordinates assigned projects, research activities, and special assignments; organizes, tracks, and monitors important documents, deadlines, and project progress to ensure timely completion.
• Prepares meeting agendas and presentation materials; correspondence and other communications; records and transcribes meeting minutes and prepares summaries for distribution.
• Composes, edits, and processes memoranda, reports, legal and technical documents, and other correspondence requiring knowledge of City policies, procedures, and administrative practices.
• Maintains and updates departmental files, databases, records, and tracking systems; compiles statistical information and prepares administrative, technical, and management reports.
• Provides administrative support to the Fire Marshal’s Office, including scheduling inspections, processing permit applications, reviewing applications for accuracy and completeness, calculating applicable fees, preparing documentation, and issuing permits.
• Processes open records requests and departmental payments; maintains permit logs and associated records, balances receipts, and reconciles monies collected in accordance with established financial procedures.
• Assists the Training Chief with coordinating and scheduling Fire Department training activities; maintains training records, schedules, and related documentation.
• Provides technical assistance to City employees and the public regarding the MyGov website and software; assists with navigation, application submissions, and troubleshooting, and communicates technical issues and recommendations to the Information Technology Department.
• Serves as a point of contact for departmental inquiries by answering and directing telephone calls, responding to customer service requests, providing information, and resolving routine issues within the scope of assigned authority.
• Monitors administrative processes and departmental records to ensure accuracy, completeness, and compliance with established City policies, procedures, and guidelines.
• Performs other duties as assigned by the Fire Chief. 

 
SUPERVISION EXERCISED: No direct supervision exercised. May provide occasional administrative or functional guidance to City employees or other personnel in connection with specific assignments or activities.