Administrative Generalist - Fire

Job Summary & General Information

Under administrative direction of the Fire Administrative Captain, serves in the capacity of a confidential Administrative Generalist supporting the Fire Department administration. Performs a wide variety of responsible confidential and complex administrative and technical duties to relieve assigned management staff of technical, as well as general administrative details. Participates in the development, implementation, and administration of administrative policies, procedures, and programs; performs a full range of general accounting and bookkeeping duties for the department; prepares a variety of fiscal, administrative, and operational reports; and serves as a liaison with other City departments and staff, outside agencies, and the public.

This a non-exempt position.

Essential Job Functions and Responsibilities

Essential functions are the basic job duties that an employee must be able to perform, with or without reasonable accommodation. The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. The omission of a function does not preclude management from assigning essential duties not listed herein if such duties relate to the position. In addition, specifications are intended to outline the minimum qualifications necessary for entry into the class and may not necessarily convey the qualifications of incumbents within the position.

• Assists with managing the department budget; oversees line item accounts of the department's budget for all divisions; gathers documentation pertaining to budget preparation, creates documents for preparation of fiscal and mid-year budgets; provides accurate budgetary information to staff members.
• Serves in the capacity of a confidential Administrative Generalist for a large, multi-functional department, independently planning and coordinating administrative support functions and services.
• Ensures adherence to established purchasing guidelines; ensures authorization of persons making daily purchases or other daily expenses incurred under division budgets; may research/obtain product information from vendors; recommends purchasing alternatives to Fire Department management
• Responsible for processing the entire Fire Department payroll with minimum supervision. Maintains employee payroll records and e-time systems. Adds and edits bi-weekly payroll information. Evaluates e-time information submitted by departments ensuring that time submitted is accurate. Advises divisions with questions and problems regarding payroll.
• Administers the Procurement Card program; monitors compliance with bank policies and procedures of usage of cards and assigns proper accounting/budgetary codes.
• Oversees processing of various documentation relating to departmental financial activities for all divisions; coordinates processing of invoices for payment; and enters requisitions.
• Conducts research, prepares, revises, and implements various administrative policies, procedures, rules, and regulations in accordance with sound organization practices; develops and revises office forms and report formats; establishes procedural manual for clerical support services for assigned areas.
• Initiates, designs, organizes, maintains, and controls access to complex filing systems and records including highly sensitive files.
• Performs an administrative review of Personnel Action Forms as needed.
• Screens calls, visitors, and mail; provides information and assistance including responding to sensitive requests for information and assistance; research information related to City regulations and departmental policies; assists the public and other City staff in interpreting and applying City policies, procedures, codes, and ordinances.
• Plans, directs, coordinates, and reviews assigned activities and operations of the department including assigned accounting, administrative support, technical and/or problem service areas; reviews and evaluates work products, methods, and procedures; meets with staff to identify and resolve problems; recommends improvements in workflow, procedures, and use of equipment and forms; implements improvements as approved.
• Performs a wide variety of complex, responsible, and confidential duties for management and department staff; relieves management staff of administrative work including investigating and answering complaints and providing assistance in resolving operational and administrative problems.
• Attends and participates in staff meetings as required.
• Operates a variety of office equipment including copier, facsimile machine, scanner, calculator, and digital camera. Also uses a computer to enter, retrieve, review, or modify data; utilizes word processing, database, spreadsheet, presentation, or other software programs.
• Performs related duties as required or assigned.

Required Knowledge, Skills and Abilities Knowledge of :

• Operational characteristics, services, and activities of assigned functions, programs, and operations.
• Principles and practices of program development and administration.
• Work organization and office management principles and practices.
• Pertinent federal, state, and local laws, codes, and regulations.
• Processes, procedures, and practices of budget preparation and administration.
• Principles and practices of fiscal, statistical, and administrative research and report preparation.
• Principles of business letter writing and basic report preparation.
• Principles and procedures of record keeping.
• Mathematical principles.
• English usage, spelling, grammar, and punctuation.
• Modern office procedures, methods, and equipment including proficiency with personal computers and Microsoft Office.

Ability to:

• Oversee and participate in the management of the administrative functions and operations.
• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Understand, interpret, and apply administrative and office policies and procedures as well as pertinent laws, regulations, and ordinances.
• Perform responsible and difficult administrative duties involving the use of independent judgment and personal initiative.
• Participate in the preparation and administration of assigned budgets.
• Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
• Research, compile, analyze, and interpret data.
• Prepare a variety of clear and concise administrative and financial reports.
• Independently prepare correspondence and memoranda.
• Implement and maintain filing systems.
• Type at a speed necessary for successful job performance and as deemed appropriate by the department.
• Operate and use modern office equipment including a computer and various software packages.
• Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
• Multitask and prioritize workload independently.
• Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports.
• Demonstrate an awareness and appreciation of the cultural diversity of the community.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.

Minimum Qualifications

Combination of education and experience sufficient to successfully perform the essential functions of the job qualifies. Required:

• Associate's degree from an accredited college or university with major course work in business or office administration, accounting, or a related field.
• Six years of increasingly responsible clerical/administrative experience.
• Working knowledge and use of Tyler Technologies Munis software is preferred.
• Must be a Georgia notary or obtain within 6 months of hire date.
• Possession of a valid Georgia Class C driver's license.

Physical Demands & Work Environment

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting and operate office equipment. Continuous sitting and upward and downward flexion of neck; fine finger dexterity; light to moderate finger pressure to manipulate keyboard, equipment controls, and office equipment; pinch grasp to manipulate writing utensils. Frequent side-to-side turning of neck, walking, standing, bending, stooping, pushing/pulling, and twisting at waist; moderate wrist torque to twist equipment knobs and dials; lifting objects weighing up to 20 lbs. from below waist to above shoulders and transporting distances up to 50 yards. Occasional squatting, kneeling, and reaching above and at shoulder height; moderate grasping to manipulate reference books and manuals; lifting objects weighing 25 lbs. from below waist to above shoulders and transporting distances up to 50 feet.

Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents and to operate equipment.

Hearing: Hear in the normal audio range with or without correction. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the