Administrative Office Coordinator Fire Safety

Job Description

Highly responsible administrative, customer service, and secretarial position supporting the Fire Marshal’s Office. This position provides primary administrative and receptionist support to the City Fire Marshal and Fire Safety Division, code compliance inspection scheduling, community outreach scheduling, fire safety invoicing, and routing public records. This role also includes general receptionist duties, such as greeting visitors, answering phones, managing incoming calls, and maintaining a professional front desk presence.

Essential Job Duties

The following duties are normal for this position. The omission of specific statements of duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned. The specific duties of this position are subject to internal control restrictions which will prevent one individual from doing all tasks of this classification.

• Provides the designated manager with a broad spectrum of administrative support.
• Exhibits a strong focus on public relations and customer satisfaction.
• Provides direct administrative support to the City Fire Marshal and Fire Safety Division.
• Schedules code compliance inspections, re-inspections.
• Manages fire safety invoicing, and recordkeeping.
• Receives, logs, and routes public records requests related to fire plans, fire inspections, and code compliance.
• Serves as the front desk receptionist for the Fire Administration Office: greets visitors, answers phones, and routes calls or inquiries appropriately.
• Composes and types letters in conformance with City policies, requiring only brief instructions.
• Takes and transcribes dictation and drafts correspondence, memorandums and reports.
• Composes correspondence to citizens’ inquiries and commission comments. Composes acknowledgement letters to citizens and letters of recognition to employees.
• Executes special projects and events as assigned.
• Performs superb typing, and word processing skills, with speed and accuracy.
• Assists with budget preparation and monitors expenditures as assigned.
• Collects information and prepares complex and confidential reports.
• Maintains appointment calendar, schedules appointments, arranges meetings and conferences.
• Receives and screens calls and refers callers to other departments as appropriate.
• Conducts research and analysis for assigned projects, citizen complaints and issues raised by the Mayor, City Commission and City Manager on an ongoing basis.
• Makes travel arrangements and reconciles travel expenditures as assigned.
• Fosters positive employee relations and employee morale on a City-wide basis.

Minimum Qualifications

• Associates Degree from an accredited college or university with major study in Business Administration, Procurement, Public Administration, Finance, Business Law, or a closely related field.
• Minimum of three (3) years' experience in in advanced administrative support

• High school diploma or equivalent with four (5) years' or more of verifiable experience in involving advanced administrative support. Current notary public or ability to obtain within 90 days of hire. Experienced in invoicing and record keeping and reporting. Knowledge of scheduling inspections and re-inspections reporting. Understands and practices confidentiality and discretion. Responsibilities involve a high level of complexity of assignments, a broad scope of responsibility workingwith a high level of sensitive and confidential matters. Knowledge of personal computers and software applications (i.e., Excel, Word). Ability to provide responsive and knowledgeable customer service to the public. Ability to successfully manage multiple priorities simultaneously. Knowledge of office management practices. Knowledge of office filing system. Knowledge of municipal government organization and services provided. Ability to organize, file and retrieve volumes of written materials. Ability to operate various office equipment (typewriter, PC, Dictaphone, copier, etc.). Ability to work under pressure with short deadlines. Skill in public relations. Ability to manage and prioritize routine, specialized and complex assignments and problems. . Ability to communicate effectively in oral and written form. Ability to adapt to an evolving and continually improving environment. Requires demonstrated ability to utilize personal computer and office software such as MS Word, MS Excel and electronic mail.

• The abilities expected of all employees include being able to respond to supervision, guidance and direction of superiors in a positive, receptive manner and in accordance with stated policies, be appropriately groomed and attired so as to present a professional image in accordance with the organization’s mission, goals, and policies; report for work promptly and properly prepared at the time and place required by the assignment or orders; notify the appropriate supervisor of intended absences in accordance with stated rules; conform with standards and rules regarding use of accrued time; demonstrate a polite, helpful and courteous manner when engaged in any activity with the public; operate and care for equipment to manufacturer’s specifications and/or within the specified parameters; demonstrate an understanding, consideration, and respect of cultural, religious, and gender differences when interacting with the public and colleagues.
  
  A comparable combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position, may be substituted for the minimum qualifications.

Supplemental Information

Physical Demands/Work Environment:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear, use hands to finger, handle, feel, or operate objects, tools, or controls, and reach with both hands and arms. The employee is occasionally required to walk, kneel, bend, stoop and stand. The employee must occasionally lift and/or move up to 25 lbs. Specific vision abilities required by this job include close vision and the ability to adjust focus. Ability to sit at a desk and view a display screen for extended periods. Work inside in an office environment.

SELECTION GUIDELINES: Formal application, rating of education and experience; oral interview and reference check; job related tests might be required. The job description does not constitute an employment agreement with the employer, and requirements of the job may change.