Administrative Assistant II

Administrative Assistant II

Category: Other

Department: Fire Department

Locations: Brockton, MA

Salary: $48,208 - $63,688 / annually commensurate with experience.

Bargaining Unit: BCHASATo view the respective collective bargaining agreement please click here.

Reports To: Works under the general supervision of the Fire Chief, following department rules, regulations and policies to complete assigned tasks according to a prescribed time schedule; works independently to perform administrative duties; questions are referred to the Fire Chief.

Supervisory Responsibility: N/A

Essential Functions:

• Assists the Fire Department with daily administrative and clerical operations
• Performs administrative support duties; types and processes outgoing correspondence, including confidential correspondences
• Processes incoming correspondence
• Maintains files and reports including financial records
• Provides information and assistance to the public by telephone and in person
• Responsible for maintaining accounts payable, creates purchase orders, sets up and initiates contracts with vendors
• Maintains balanced accounting ledger
• Maintains personnel and confidential records including vacation scheduling, payroll, special payrolls, outside details and payouts for retirees
• Assists families that have suffered loss with paperwork
• Works along with insurance companies for claims paperwork and records
• Maintains attendance records and accurate records of time used
• Performs similar or related work as required

Requirements:

Qualifications Required At Hire: High school diploma; three years of office experience; municipal experience preferred; or an equivalent combination of education and experience.

Knowledge, Skills, and Abilities:

• Knowledge of standard office practices and procedures, fire department operations and the MUNIS system
• Knowledge and understanding of management principles, practices, methods and skill in dealing with people and the ability to apply this knowledge to supervisory problems
• Knowledge of computer programs, including the MUNIS system, Microsoft Office, Access, and Excel
• Ability to keep complex records and to prepare periodic reports
• Ability to communicate effectively both orally and in writing
• Ability to understand and explain fire department policies and procedures
• Ability to prioritize tasks and work independently and the ability to supervise clerical personnel
• Computer and secretarial skills
• Problem-solving skills
• Interpersonal skills
• Communication and organizational skills

Physical Demands: Operates standard office equipment. Minimum physical effort required to perform most duties. Required to stand, sit, walk, speak, hear, and use hands to operate equipment. Vision requirements include the ability to read and analyze documents and use a computer.

Work Environment: Work is subject to seasonal and other fluctuations, including administrative deadlines and emergencies. Performance of duties requires frequent contact with City departments, state and federal agencies, insurance companies, attorneys, the ambulance company and other agencies to provide and obtain information. Has access to personal information about employees and other department confidential information. Errors could result in delay or loss of service.

Additional Information: Comprehensive Benefits

An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply. The City of Brockton provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, gender identity or expression, age, sexual orientation, national origin, ancestry, disability, military status, genetic information, pregnancy or a pregnancy-related condition, or membership in any other protected class or any other basis covered by appropriate law.

The City of Brockton complies with all applicable federal, state and local laws governing nondiscrimination in employment in all locations in which the City operates. This policy applies to all terms and conditions of employment. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.

If you have Diversity, Affirmative Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator, Eisha George, Manager of Diversity, Equity and Inclusion, at View phone number on click.appcast.io.

As a condition of employment, the City of Brockton will conduct a comprehensive background check review which includes a Criminal Offender Record Information (CORI) and Sex Offender Registry Information (SORI), once an offer has been accepted.

Section 2-110 of the Revised Ordinances of the City of Brockton mandates that employees establish residency within the City within one year of hire.

Application Instructions: To be considered for this position, please click the APPLY NOW button and follow the STEPS. Please upload Resume and Cover Letter to be considered.