Secretary (Confidential) - Fire Department

Under general supervision, provides specialized clerical, administrative and secretarial support and maintains a high degree of responsibility, discretion and confidentiality with sensitive information. The employee must exercise independent judgment, and initiative with routine work necessary for the smooth and efficient operation of the office. Reports to a division supervisor or department head.

Essential Job Functions:
 

• Screens and routes materials according to content of communications; routing duties require detailed knowledge of organizational operations and individual staff members' assignments and status of work.
• Prepares correspondence, records, and various documents regarding memorandum, electronic notification systems, documentation for current and new hires, Logs, scans, and files department incident reports and memorandums; disseminate as necessary
• Prepares correspondence, records, and various documents regarding labor relations matters, including grievances, arbitrations, negotiations, letters of understanding, memorandum of understanding, union contracts and settlement agreements; maintains labor relations files.
• Maintain, Track, Log, Disseminate, and file personnel records including, but not limited to, all evaluations, complaints, discipline files, light duty, tuition reimbursement and workers compensation.
• Compiles and prepares statistical reports to assist in the operation areas including sick time usage, emergency leave, scheduling, employee leaves or personal time off (PTO) balances, and call statistics.
• Assists with Departmental monthly reports, purchasing agreements and purchases.
• Assists with data entry, documentation and review of scheduling, timecards, payroll and pay increases for personnel for promotion and additional pay. In the event of a disaster assists with documentation of emergency forms and other duties.
• Assists with the development of resolutions and ordinances.
• Assists with various special events in planning, documentation, and dissemination of information including, but not limited to invoicing.
• Assists in purchasing of equipment and supplies for the department.

Minimum Requirements (Must meet by the closing date of the posting unless otherwise stated):

EDUCATION AND EXPERIENCE REQUIRED:

• Graduation from an accredited High School or GED.
• Two (2) years of responsible experience in secretarial or administrative work.

PREFERRED: 

• Associates degree or higher

Special Requirements:

• Must have the ability to type a minimum of 50 wpm.
• Intermediate to expert level operation of Microsoft Office i.e., Word, Excel, and PowerPoint.