Job Details

Job Description

The Administrative Coordinator is responsible for providing administrative clerical and technical support to the Fire Department in an efficient manner. Job related responsibilities also include high skilled non-routine administrative support to the department including budget maintenance reporting purchasing etc. This position serves as a liaison to local state and federal agencies for department operations and assigned personnel matters.

Job Responsibilities

PRIMARY DUTIES AND RESPONSIBILITIES:

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.

Administrative:

• Responsible for greeting visitors; answering incoming calls; providing information to the public regarding the Fire department; taking messages; etc.
• Assisting the Fire Chief with administrative tasks regarding department policies and procedures; personnel changes and inquires and coordinating meeting arrangements; etc.
• Overseeing and participating in a variety of administrative tasks and projects supporting the Fire department; including; but not limited to; preparing correspondence and reports; composing routine and/or specialized documents; establishing and maintaining the filing system; the records and serving as the custodian of records.
• Manages and responds to open records requests.
• Manages monthly fire reporting data and burning permit data.
• Communicate with the Texas Commission on Fire Protection; Texas Department of Health; State Firemen's and Fire Marshals Association as well as other agencies as necessary.
• Manage rosters and information related to the volunteer firefighters including but not limited to benefits and retirement.
• Coordinating and participating in assigned specialized projects.
• Assisting with the budget maintenance activities including monitoring the departmental budget and working with the Finance department regarding budget related issues.
• Managing the reconciliation of routine financial records and information including field purchase orders; purchase requisitions and credit card transactions.
• Assisting the Fire department and Human Resources with recruiting; coordinating the hiring and on-boarding process with Human Resources for applicants and new employees.
• Coordinating the payroll process; personnel status changes and preparing and maintaining confidential records.
• Collaborating with other City departments as necessary to accomplish assigned job duties.
• Assisting citizens and City personnel with requests for service.
• Liaison for the Fire Chief; citizens regarding departmental complaints and inquires.
  MINIMUM QUALIFICATIONS:
  
  Education and Experience:
• High school diploma or equivalent.
• Minimum of one (1) year of specialized technical training beyond high school.
• Minimum of one (1) year of specialized training in computer/clerical skills; including proficiency with Microsoft office Suite (Word; Excel and PowerPoint).
• Minimum of two (2) year administrative experience.
• Knowledge of general accounting principles.
  Required Licenses or Certifications:
• Valid Texas driver's license and acceptable driving record.

Required Skills:

• Ability to maintain a professional manner when dealing with the public and City staff.
• Ability to comprehend; retain; and apply City and State policies and legislation; i.e. City ordinances; policy and procedures manual; etc.
• Establishing and maintaining effective working relationships.
• Ability to use various types of office equipment including copy machines; typewriters; computers; fax machines; etc.
• Ability to organize; prioritize; accept and carry out assigned duties.
  Reasoning Abilities
• Ability to respond to complaints and grievances posed by the public.
• Ability to define problems and deal with a variety of situations.
• Ability to organize time and resources effectively.
• Ability to think quickly; maintain self-control and adapt to stressful situations.
• Ability to use good judgement and effectively problem-solve.
  Language Skills
• Ability to communicate clearly both verbally and in writing.
• Ability to read and comprehend city policies and procedure; written instructions and general correspondence
  Mathematical Skills
• Ability to perform basic mathematical calculations without the aid of a calculator.
  Physical and Work Environment
  
  The physical and work environments described are representative of those that must be met by an employee to successfully perform the function of this job.
  
  Physical Demands:
• Work is performed in a standard office environment and in the field.
• May be required to lift objects weighing up to 50 pounds.
• Work may include physical activities such as climbing; balancing; stooping; kneeling; crouching; standing; walking; lifting; grasping; feeling talking; hearing/listening; seeing/observing; bending/twisting and performing repetitive motions.
• Specific vision abilities required by this job include close; distance and peripheral vision; depth perception and the ability to adjust focus.
  Work Environment:
• Inside office environment.
• Repetitive activities (performance of the same physically demanding activity).
• May deal with time pressures (frequent 'rush' jobs; urgent deadlines; etc.).
• May work with distractions (telephone calls; distractions; disturbances; etc.).
• May deal in unpleasant social situations (dealing with irate or disturbed individuals).

Exempt : No

Type : FT Employee

Department : Public Safety-Fire

Location : DEFAULT