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Administrative Assistant Fire Department

City of Dubuque
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GENERAL SUMMARY: Perform routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing, and maintaining paper and electronic files, or providing information to callers. The Administrative Assistant will coordinate activities that assist the training, Emergency Medical Services and Fire Prevention divisions of the fire department. This support may include but is not limited to scheduling special events, station tours, tracking training hours, audits, assisting with procurement/ budgeting, and billing and revenue support.  

The ideal candidate possesses the ability to follow a management style that is input oriented and values equity, problem solving and the development of partnerships; works effectively as a member of a team; and desires to be part of an organization that values service, people, integrity, responsibility, innovation, and teamwork. Strong organizational skills and attention to detail are essential. Strong computer skills including Microsoft Office applications as well as strong written and verbal communication skills, and problem-solving skills.  

DISTINGUISHING FEATURES OF THE CLASS: Work in this class involves responsibility for the performance of administrative, secretarial, communication, policy, billing/ revenue, accounts payable and receivable, and clerical duties. providing customer service; and assisting the administrative team. Employees in this class are required to exercise independent judgment. Work is performed under the supervision of the fire chief. 


JOB DUTIES: 
  • Answer telephones to direct calls or provide information or documentation. 
  • Greet customers, patrons, or visitors. 
  • Enter information into databases or software programs. 
  • Operate computers or computerized equipment; office equipment; and communications equipment or systems. 
  • Collect deposits, payments, or fees. 
  • Compile data from various resources in a uniform way 
  • Provide and create reports in various software for decision makers. 
  • Utilize current software to create new processes and workflows to increase productivity and efficiency in daily operations. 
  • Select resources needed to accomplish tasks. 
  • Record personnel information; and information from meetings or other formal proceedings. 
  • Schedule appointments and meetings. 
  • Issue documentation or identification to customers or employees. 
  • Prepare documentation for contracts, purchase orders, budget transactions, or regulatory compliance; employee work schedules; informational or reference materials, research, and technical reports; and business correspondence across departments. 
  • Order materials, supplies, or equipment. 
  • Send information, materials, or documentation. 
  • Make travel, accommodations, or entertainment arrangements for others. 
  • Search files, databases, or reference materials to obtain needed information. 
  • Draft and or proofread documents, policy, records, memos, or other files to ensure accuracy. 
  • Analyze information from various databases to provide clean data to director or supervisors as needed; and identify trends.? 
  • Manage clerical or administrative activities and processes. 
  • Maintain current knowledge related to work activities, office procedures and equipment; records, files, and digital archives; department website. 
  • Train personnel and assist personnel with process or software implementations. 
  • Participate in the City’s intercultural competency training and program. 
  • Perform other duties as assigned. 

KNOWLEDGE, SKILLS, AND ABILITIES: 
  • Computers and Electronics - Knowledge of electronic equipment, computer hardware and software, including applications and programming. 
  • Administration and Management - Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources. 
  • Administrative/Clerical - Knowledge of modern administrative, office and clerical procedures, systems, and equipment such as word processing, managing files and records, transcription, designing forms, and other office procedures and terminology. 
  • Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services which includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction. 
  • Active Listening - Listening to others, not interrupting, and asking good questions. 
  • Speaking, Speech Recognition, and Oral Comprehension – Communicating with others by speaking clearly, listening to others, and understanding what people say. 
  • Service Orientation - Looking for ways to help people. 
  • Written Expression and Comprehension – Communicating by writing things for co-workers or customers; and reading and understanding what is written. 
  • Coordination - Changing what is done based on other people's actions. 
  • Information Ordering - Ordering or arranging things. 
  • Time Management - Managing your time and the time of other people. 
  • Organization – Keep files, folders, schedules in order so an office runs efficiently.   
  • Detail Orientation – Pays attention to spelling, numbers, format, order, etc., to minimize errors. Able to complete accurate work quickly.  
  • Team Player – Demonstrated ability to work effectively as a member of a team. 


MINIMUM QUALIFICATIONS: 
  • High school diploma or equivalent; and 
  • Customer service experience; and 
  • 3 years of related experience including: 
  • Proficiency using Microsoft Office applications and;  
  • Privacy and compliance experience, maintaining confidentiality and; 
  • Accounts receivable and payable experience including Procurement card (P-card) processing, travel requisition and basic invoice and contract management experience and/or; 
  • Policy document management experience and/or; 
  • Scheduling experience and/or;  
  • Records management and retention experience. 

PREFERRED QUALIFICATIONS: 
  • Experience with data, training record management. 
  • Experience with ambulance billing/ revenue, cost recovery strategies for fire departments. 
  • Experience in fire department audits and compliance. 
  • Experience working with a diverse workforce and population. 

SUPERVISOR STATUS: None 

FLSA STATUS: Non-exempt 
 
RESIDENCY REQUIREMENT: Employee shall establish their principal place of residence within thirty (30) miles of the corporate limits of the city of Dubuque as soon as practicable after appointment, but within two years of appointment. 

The City of Dubuque provides equal employment opportunities to all employees and applicants for employment without regard to race, color, ancestry, national origin, gender, sex, pregnancy, sexual orientation, marital status, religion, age, disability, gender identity, or results of genetic testing.