ADMINISTRATIVE ASSISTANT

Job Description

Job Description

POSITION TITLE: ADMINISTRATIVE ASSISTANT

REPORTS TO: Gretna Suburban Fire Protection District Board of Directors

PURPOSE OF POSITION: Provide administrative support to the Gretna Suburban Fire District Board of Directors (Board) through the performance of a variety of administrative and financial duties. Also provides administrative support to the Fire Chief and his staff with the approval of the board of directors.

ESSENTIAL FUNCTlONS:

• Handles all aspects of the Board meeting preparation and follow-up including but not limited to review of submitted agenda items, preparation of documents for the packet including but not limited to agenda, minutes, treasurers report, claims report, resolutions, ensuring all the necessary materials are included, providing legal notifications, logistics, letters, reports and filing.
• Attends Board meetings and any other meetings as directed or requested by the Board or Fire Chief.
• Provides administrative support for the Board and other areas as designated.
• Responsible for accounts payable, accounts receivable, payroll, general ledger and any other financial duties for the District and the Fire Department as needed.
• Provide information to the accountant/accounting firm for budget preparation and for the annual creation of the financial statements and the audit.
• Assists in greeting visitors and answering the telephone as the situation dictates.
• Responsible to assist with policy, procedures and form creation as requested.
• Provides assistance with the hiring of paid firefighter/EMT and firefighter/Paramedic personnel.
• Also provides assistance with the addition of volunteer firefighter/EMT and firefighter/Paramedic personnel.
• Human Resource administration including but not limited to administering the onboarding process for new hires, managing input and changes in the HRIS system.
• Assist with workers compensation claim reporting and follow up.
• Provides assistance in monitoring legislative changes that could affect the organization.
• Performs professional administrative activities requiring the exercise of considerable independent judgment, a high level of confidentiality and a thorough knowledge of departmental policies and procedures.
• Provides administrative support to the Fire Chief and command staff through various activities including but not limited to composing, typing. and editing correspondences, reports, memoranda, and other material.
• Provides public records and information to citizens and other agencies upon the discretion of the Fire Chief or Board Attorney and in accordance with Department policy.
• Tracks the fire district budget and provides related reports.
• Performs a variety of clerical duties such as typing and photocopying and performing front desk customer service duties.
• Operates standard office equipment in the performance of job duties, i.e. fax machines, copier, personal computer, calculator, etc.
• Assists in the preparation and administration of the annual department/district budget.
• Responsible for the timely distribution and return of the performance evaluation forms; gathers and inputs personnel data into the computer system.
• Establishes and maintains positive public relations with the general public, other employees, and other governmental agencies and officials.
• Utilizes a variety of computer programs in the preparation of various departmental records, and other documents.
• Establishes and maintains a complex file system by accurately filing departmental records, reports and various other documents.
• Prepares and distributes various departmental documents including but not limited to revisions of the Standard Operating Procedures, various awards and certificates and Board meeting packets; posts all departmental information as needed

MARGINAL FUNCTIONS:

The job description is not designed to cover or contain a comprehensive list of activities, duties, or responsibilities that are required of the employee. Other duties, responsibilities, and activities may change or be assigned.

ESSENTIAL KNOWLEDGE, EXIERIENCE AND ABILITY:

• Knowledge of and ability to utilize record keeping/bookkeeping principles and procedures.
• Knowledge of and ability to apply general principles of accounts payable functions.
• Knowledge of and ability to apply general principles of accounts receivable functions.
• Knowledge of and ability to process forms and create payroll within the system.
• Knowledge of and ability to perform input and retrieval functions utilizing a variety of computer programs dealing with word processing, spreadsheet and databases.
• Knowledge of and ability to apply routine office procedures and standard clerical techniques.
• Knowledge of and ability to perform accurate mathematical calculations such as addition, subtraction, multiplication and division, using a calculator. ten-key adding machine or manually.
• Knowledge of and ability to apply departmental operating procedures, policies and regulations pertaining to the duties performed.
• Knowledge of and ability to apply effective record keeping and general bookkeeping principles and procedures.
• Knowledge of modern office procedures. methods and program applications including Microsoft Office (Outlook, Word, Excel & Power Point), Adobe Acrobat and other program applications appropriate to assigned duties.
• Ability to operate office equipment such as personal computer, postage meter, photocopier and fax machine.
• Ability to learn the responsibilities and ability to use independent judgment in the performance of duties.
• Ability to learn the various community resources and agencies available to the public.
• Ability to maintain the confidentiality of departmental communications, documents, records and transactions.
• Ability to perform job duties efficiently while managing frequent interruptions.
• Ability to accurately prepare and maintain various records, reports and other departmental documents.
• Ability to plan and organize a personal work schedule, set priorities and meet deadlines.
• Ability to type accurately using a typewriter, word processor and personal computer. Ability to deal with the public in a courteous and tactful manner.
• Ability to understand and follow both oral and written instructions. Ability to communicate effectively, verbally and in writing, in English.
• Ability to establish and maintain effective working relationships with the public, other employees, and municipal officials.
• Ability to maintain regular and dependable attendance on the job, including attendance and job performance for possibly prolonged periods of time when called out on short notice due to weather conditions, emergencies and similar situations of public necessity.

ESSENTIAL EDUCATION, CERTIFICATION AND/OR LICENSES:

• Minimum of 2 years of increasingly responsible experience in office and administrative support procedures and processes.
• Must have experience in computer software for accounting, spreadsheets and word processing.
• Must be bondable.

ESSENTIAL PHYSlCAL DEMANDS AND TYPICAL WORKING CONDITIONS:

The physical demands listed are representative of those that must be met by an employee to successfully perform the essential functions of the job.

• Work is performed mostly in office settings. Hand-eye coordination is necessary to operate computers and various pieces of office equipment.
• While performing the duties of this job, the employee is occasionally asked to stand or sit; walk; use hands to finger, handle, feel or operate objects, tools or controls and reach with hands and arms. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl; talk and hear.
• The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and the ability to adjust focus.
• Must be able to hear and understand voices at normal conversational levels.

CONTRIBUTIONS THIS POSITION MAKES TO THE DISTRICT:

This position provides highly responsible administrative support to the Board and contributes to the success of the fire district by assisting in the planning and coordination of the Board administration.

DISCLAIMER:

This position description does not constitute an employment agreement between the Gretna Suburban Fire Protection District (employer) and the employee and is subject to change by the employer as the needs of the District and the requirements of the position change over time.

The Gretna Suburban Fire Protection District (formerly known as the Gretna Rural Fire District) is a public safety entity responsible for delivering comprehensive fire suppression, rescue, and emergency medical services (EMS) to a rapidly expanding area in western Sarpy County, Nebraska.

Company Description

The Gretna Suburban Fire Protection District (formerly known as the Gretna Rural Fire District) is a public safety entity responsible for delivering comprehensive fire suppression, rescue, and emergency medical services (EMS) to a rapidly expanding area in western Sarpy County, Nebraska.