Administrative Assistant - Fire Department

Join the City as the next Administrative Assistant for the Superior Fire Department!

The hourly rate for the position is $28.36 - $35.45 per hour, depending on the qualifications and experience of the candidate.  The City of Superior offers a comprehensive benefit package. See BENEFITS tab for more information!  

Purpose and Overview

Serve as the confidential Administrative Assistant to the Fire Chief and Command Staff, providing administrative and clerical support to ensure the efficient operation of the Fire Department. The position requires the highest standards of professionalism, integrity, confidentiality, and ethical conduct in accordance with applicable laws, department policies, and City of Superior standards. Responsibilities include performing administrative duties outlined in this job posting, as well as additional tasks as assigned by the Fire Chief.

1. Maintain confidentiality of information involving personnel or other issues within the Fire Department and other city agencies.
2. Manage incoming requests for assistance from other county, city, and State or Federal agencies.
3. Manage business and public inquiries and provide a department response within 24 hours.
4. Process bi-weekly payroll, reconcile daily rosters for accuracy, and track union wage increases and promotions.  
5. Schedule appointments and maintain the department head's calendar; arranges conferences and meetings.
6. Attend department and other city meetings as directed. 
7. Maintain files/record and manage payables for all local, state, or federal grant programs.
8. Compile all correspondence for Fire Department to include but not limited to agenda items, letters, memos, and reports as instructed.  May include confidential personnel documents.
9. Monitor local, state, and federal actions and keep current on pending issues that may impact the Fire Department.
10. Manage and maintain proficiency with fire department software, City of Superior financial software, and all reporting agency websites. Proficient at executing research using data searches. Proficient at collecting information from various sources.
11. Act as a liaison to communicate information between the department head, staff, and representatives from other departments, agencies, and the public. 
12. Respond to public records requests in accordance with applicable laws and policies. 
13. Receive, open, sort, time/date stamp and route incoming interoffice and US Mail appropriately.
14. File, index and retrieve correspondence and records, determining proper file designation to be used and see that proper distribution and disposition of notices, memoranda, directives and related material is made.
15. Develop new forms for use by members to help streamline office/department practices, and storing commonly used forms in a drive that is accessible to other SFD employees.
16. Coordinate department's extensive Annual Report, which includes the gathering of information, fires and other related statistics, photographs and writes and/or edits reports for this annual project.
17. Reconcile and process all department invoices for payment via the city's financial software. 
18. Prepare, monitor and process a variety of transactions including purchasing requisitions, budget requests and transfers, billings, petty cash, expenditure claims and personnel-payroll actions.  Prepares and monitors department contracts, and reoccurring leases.
19. Maintain daily operation of standard office equipment including maintenance and scheduling needed repairs.
20. Generate and file reports to all reporting agencies to maintain compliances (NERIS, NFPA, DSPS), etc.
21. Prepare travel requests and expense reports for Fire Department staff.
22. Provide support services in the event of an emergency incident which could include callbacks of personnel, communications with Command Staff, and relaying of information to other personnel and agencies, etc.
23. Prepare travel requests and expense reports for Fire Department staff, and make travel arrangements including flights, hotels, rental cars, etc. 
24. File training and other information into department personnel files.
25. Reconcile sick and vacation reports for department personnel.
26. Develop and recommend office procedures and practices and implement as approved.
27. Track and record professional standard records of the department, including the tracking of Notice of Claims, civil suits and helping prepare legal response when required or mandated on behalf of the Chief.
28. Assist Command Staff in preparing for Awards, Swearing-in, and other public/internal ceremonies.
29. Operate computers to input data, access reports, and maintain department web pages and social media postings. 
30. Screen department head telephone calls, gathering information and resolving the concern or directing the caller to the appropriate source.
31. Assist Command Staff with the onboarding of new members by gathering information, helping members acquire other essential equipment, policies, etc.
32. Perform other related duties as required.

Knowledge
Thorough knowledge of:

• General business software, including Microsoft programs. 
• Office procedures, including preparing correspondence and reports and record keeping systems
• Business English, vocabulary, spelling, grammar and punctuation
• Formats for business correspondence and reports

Working knowledge of:

• Overall structure and function of City governmental operations
• The administrative process and operation of a Fire department
• Bookkeeping and accounting principles and procedures

Some knowledge of:

• Principles of administration and management 
• Procedures used in budget preparation and control

Ability 

• To communicate effectively and maintain a positive demeanor to provide our client with excellent customer service
• Perform varied complex and difficult clerical work involving independent judgment and requiring accuracy and speed
• Prioritize and schedule work
• Use sound judgment in making decisions
• Proficiency in preparing, editing, and formatting documents using word processing and other computer applications, ensuring accuracy in technical terminology and content. 
• Adjust to work load changes and meet deadlines under pressure
• Compose and edit correspondence
• Maintain confidential files and privileged information
• Set up and maintain complex records and files
• Develop a thorough knowledge of the roles, organization, policies and procedures of the Fire department
• Understand, apply and explain laws, ordinances, policies and procedures
• Establish and maintain an effective working relationship with others
• Communicate clearly and logically orally and in writing
• Work independently
• Operate standard office equipment

Four years of increasingly responsible clerical experience which would provide the knowledge and abilities listed above. Additional experience in effectively managing people, conflict resolution, communicating with the public would be considered.

Requires
Driver's License: Must possess a valid driver's license or be able to provide suitable transportation as necessary as approved by the department head.
Residency Requirement:  No residency requirement.
Post Job Offer Medical Examination Requirement:  Must pass a pre-employment drug screen prior to hire.