ADMINISTRATIVE OFFICER

The City of Helena is an equal opportunity employer. The City shall, upon request, provide reasonable accommodations to otherwise qualified individuals with disabilities.
Job Purpose:
Under general direction and independently, to supervise, plan, and perform a variety of financial, accounting, and highly responsible, confidential, and complex administrative duties for the Fire Department and Fire Chief. Coordinates and leads in the development, preparation, defense and monitoring of department/operation budgets as well as conducting research and analysis on financial/budgetary impacts and implications. This position oversees the application, management, financial reporting, and financial monitoring of all grant activity. This position performs a variety of confidential and complex human resources duties for the department.
Essential Duties: These job functions are the essential duties of the position and are not all-inclusive of all the duties the incumbent may be assigned.


Duty 1: Application, Management, Financial Reporting and Monitoring of Department Budget
20% Time
Essential
Tasks:

• Coordinates, leads, prepares and monitors the department budgets including analysis and determination of annual budget needs; determining expenditure requests and revenue for specific budgets and accounts; monitor and approve expenditures by verifying fund balances and proper accounts of the approved budget; invoice receive and account for fees and revenue associated with grant funding; prepare, review and process all claims, administrative and formal budget amendments, adjusting journal entries and reconcile accounts.
• Manages and participates in the development and administration of the assigned department's annual budgets and project budgets; direct the projections of the budget (i.e., forecast of additional funds needed for staffing, equipment, materials, and supplies) to include personnel; direct the monitoring of and approve expenditures; monitor and manage all revenue for assigned department; prepare budget analysis; direct and implement adjustments as necessary. Responsible for department revenues; creating and distributing invoices, tracking invoices, and revenues. Ensures revenue sources are property applied to the correct lines within the system.
• Initiate and maintain a variety of files and records for information related to the department including financial, budget, personnel, operational, and administrative records; review, maintain, and update resource materials. Responsible for all files and records of financial and budgetary transactions as well as all grant funding applications.
• Reviews department submissions to ensure their revenue and expenditures are complete, accurate and in conformance with procedures and regulations.
• Ensure all fund cash flows, transfers, and inter-departmental charges are balanced and tied to financial records.
• Provides detailed reviews of all revenue and expenditures and assists department administration with applicable action plans, budget amendments and adjustments as necessary.
• Prepare information needed in administrative decisions and in facilitating the implementation of City and HFD policies and programs; research, collect, compile, tabulate, analyze, and summarize data and information pertaining to specified activities, operations, or functions; prepare a variety of fiscal, statistical, and administrative summaries and reports; conduct a variety of organizational studies, investigations, and operational studies; collect, analyze and compile material for review and analysis; provide recommendations for changes in programs, policy or procedures to improve efficiency and cost effectiveness of operations; coordinates consultation, information exchange and necessary clearances and/or approvals.
• Project throughout the fiscal year and future fiscal years additional funds for the department regarding staffing, equipment, materials, and supplies; manage and implement the preparation of budgetary adjustments as necessary.
• Prepare and submit all deposits to necessary City staff; work closely with finance to ensure budgeting codes and revenue are set up in the budget to accurately reflect revenue earned.

Duty 2: Application, Management, Financial Reporting and Monitoring of Department Grant Activity
20% Time
Essential
Tasks:

• Coordinates, leads, prepares, and monitors all department grants; manages, reports, and oversees all financial/budgetary impacts and implications for all department grants.
• Oversee and organize the flow of administrative, financial, and budgetary communication through the department in an efficient and effective manner with city staff, general public, businesses, and other agencies.
• Review and approve requests for grant funding use, report all financials in the appropriate grant funding software, drawdown funds for reimbursement from numerous sources for grant funding, and deposit funds into appropriate accounts.
• Compile necessary reports for city audit and work with appropriate staff for required information to the auditors.
• Maintain files and records for information relating to grants and adhere to the individual retention policy of numerous grants.
• Provide subject-matter expertise to other City of Helena departments in offering assistance in supporting grant initiatives.
• Develop and implement administrative procedures and controls for grant application processes.
• Facilitate interdepartmental coordination and communication on multi-department grant projects to ensure that grants are processed and administered in a timely manner and according to grant requirements.
• Serve as contact position for online grant application submittals and reporting to federal and state agencies regarding grants.
• Continually evaluate and audit grant processes and programs, as well as financial analysis and tracking of grant funds.
• Provide technical expertise in determining and assuring grant compliance requirements.
• Report quarterly and annually on state and federal grants utilizing various online reporting platforms. The grants are time sensitive with various timelines.

Duty 3: Executive and Program Support
20% Time
Essential
Tasks:

• Perform responsible office and administrative duties to assist in the processing and completion of administrative operation for the Fire Chief. The incumbent will plan, recommend, and implement organization or procedural changes affecting department activities. This position will understand and apply departmental policies and procedures, and coordinate with other city departments.
• Represent administration and attend command staff meetings.
• Provides responsible staff assistance to the Fire Chief; prepares and presents staff report and other necessary correspondence.
• Represent the assigned department in meetings, committees, and groups as assigned.
• Preparation of meeting packets for distribution; Assist the Fire Chief in collection and transmittal of data to the City Manager's Office for City Commission meetings to include coordination of events to calendar, prepare memo and enter information into the current software for City Manager's review, adhere to deadlines and track all commission meetings.
• Collect, compile, and analyze information from various sources on a variety of specialized subjects related to programs in assigned area; write reports which present and interpret data, identify alternatives, and make and justify recommendations.
• Independently attends to and processes administrative details not requiring the immediate attention of assigned staff. Receive, compile, research and organize information for the preparation of correspondence, documents, and reports; compose confidential correspondence, documents and reports and maintain confidentiality of information.
• Manage project administration to include preparing RFPs, preparing Commission documents, following procurement policies, tracking expenses, replying to requests for information, submitting Contractor's gross receipts payments, and maintaining detailed records.

Duty 4: Project Management Functions
15% Time
Essential
Tasks:

• Coordinates, leads, prepares, and monitors the department Respiratory Fit Testing Program; responsible for organizing and scheduling all lab-blood work and physical examinations; acts as the liaison with the vendor performing such work; annually review service contract to ensure compliance. Oversees the SCBA fit testing procedure on all department members to ensure compliance with NFPA 1582 and OSHA standards; and maintains all respiratory fitness records.
• Manages the Fire Department incident reporting and records management systems; reviews licensed agent report for City systems (sprinkler, fire alarm, hood, etc) and maintains related databases; assists department Medical Director and Training Officer in all aspects of license recertification (department and individual)
• Coordinates, leads, prepares, and monitors the department Fire Prevention Week activities; acts as the liaison between the Fire Dept and school districts to organize, schedule and provide for special needs of the students and teachers. Ensure all necessary supplies, equipment and tools are available and scheduled.
• Serves as the central, technical liaison to the Information Technology and Services Division for the department to maintain, service, update and ensure proper working use of network devices.
• Manage department cell phone program, including ordering of new and replacement equipment, negotiating new plans and plan changes with the cell phone provider, reconciliation of invoices, act as liaison between the cell phone provider and the department employees. Manage cellular device use, tracking and policy compliance by utilizing a software management tool.
• Serves as the central, technical liaison to the City Public Information Officer to maintain, service, update and ensure proper information is presented to the public via the City of Helena website and department social media sites.

Duty 5: Unique Department duties
15% Time
Essential Duties
Tasks:

• Serves as a liaison for the department with other City departments, divisions, and outside agencies.
• Provide or coordinate staff online safety trainings. Serve as backup to Assistant Chief as Dept Safety Coordinator and assist with monthly safety checks and quarterly briefingsPerform responsible and difficult administrative work involving the use of independent judgment and personal initiative; perform varied, complex, and responsible administrative, fiscal, and supervisory duties involved in the processing and completion of administrative operations for the assigned department.
• Represent the assigned department in meetings and groups as assigned; prepare and make presentations as directed; represent the Chief as directed; serve as primary resource and information source regarding department; receive and interview office visitors and telephone callers; answer questions and provide information where judgement, knowledge and interpretations are utilized, especially in the proper handling and interpretation of technical, financial and confidential information or files, resolve complaints.
• Provide support to command staff (Assistant Chiefs, Captain, and Lieutenants).

Duty 6: Support of Human Resource process
10% Time
Essential
Tasks:

• Hiring and promotional process
• Prepare questions and set up interview panels for selection of new members.
• Assist with the recruitment and selection process.
• Provide Human Resources with status sheets, longevity sheets, ECP status and updates on the promotions and selections.
• Assist and support department in developing and updating position descriptions.
• Communicate salary policies and interpretation to employees.
• Collaborate with payroll personnel to assure accurate salary payments.
• Assist with analyzing and developing salary and benefit budget projections.
• Collaborate with command staff in developing succession plans.
• Anticipate and plan for employee turnover.

Essential Knowledge, Skills and Abilities Related to this Position:
Knowledge of:

• Knowledge of budget preparation. Principles and practices of fiscal, statistical, and administrative data collection and report preparation.
• Principles and practices of budget development, administration, analysis, and control.
• Thorough knowledge of the organizational practices as applied to the analysis and evaluation of programs, policies, and operational needs.
• Government accounting principles and practices; knowledge and use of general ledgers and various fiscal and accounting systems and advanced mathematical skills.
• Intermediate or Advanced use of Microsoft Office products, including Excel, Word, and PowerPoint including word processing methods, techniques, and programs including spreadsheet and database applications.
• Knowledge of the functions, objectives, regulations, and requirements of federal, state, and local government including municipal administration and enterprise funds.
• Principles and practices of public administration and various levels of governmental organizations.
• Knowledge of processes and procedures for implementing and administering various federal and state grants.
• Research for reporting methods, techniques, and procedures.
• Modern office practices, methods, and equipment including computer equipment and applicable software applications.
• Principles and practices of business letter writing, and report preparation.
• Skill in editing correspondence to correct grammar, spelling and punctuation.
• Principles and techniques used in dealing with employees and the public.
• English usage, spelling, vocabulary, grammar, and punctuation.
• Principles and procedures of record keeping.
• Basic mathematical principles.

Numerical, alphabetical, and subject matter filing systems.


Skill or ability to:

• Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.
• Exercise good judgment, flexibility, creativity, and sensitivity in response to changing situations and needs.
• Take and transcribe dictation, type and enter data at a speed necessary for successful job performance.
• Research, recommend and implement goals, objectives, and practices for providing effective and efficient services to include budget and operational alternatives.
• Perform responsible and difficult financial and administrative work involving the use of independent judgment and personal initiative.
• Prepare and administer large and complex budgets; allocate limited resources in a cost-effective manner.
• Research, compile, analyze, interpret, and prepare a variety of administrative, statistical, and financial reports in a clear concise manner.
• Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
• Maintain confidential data and information.
• Plan and organize work to meet schedules and deadlines.
• Communicate clearly and concisely, both orally and in writing.
• Work under pressure, produce accurate, detailed work, be flexible and meet deadlines.
• Prepare and maintain confidential data and information.
• Prepare and maintain accurate and complete records.
• Operate modern office equipment including computer equipment.
• Understand and follow oral and written instructions.
• Learn, interpret, and apply the policies, procedures, laws, codes, and regulations pertaining to assigned programs, functions, and position.
• Establish and maintain effective, professional working relationships with employees and the public.
• Prepare the budget in accordance with generally accepted accounting principles and State law.
• Maintain a high degree of discretion and integrity when handling confidential data.
• Communicate effectively both orally and in writing and explain complex processes in plain terms.
• Understand the organization and operation of the assigned department and the city necessary to assume assigned responsibilities.
• Research, collect, compile, and analyze information and data.
• Perform accurate mathematical computations.

Physical Demands:

• Ability to work in a standard office environment with ability to travel to different locations.
• Ability to see, hear, and speak to interact with public and city staff.
• Involves work of a general office nature usually performed sitting or standing.

Safety
Performs all functions in the safest possible manner and according to policies and procedures. Participates fully with safety trainings. Reports unsafe work conditions and practices, work-related injuries, illnesses, and near-misses as soon as possible to assigned supervisor.
License or Certificate:
Must possess a valid driver's license with acceptable driving record at the time of hire and have the ability to obtain a valid MT driver's license within six months of hire.
Supervision Received:
Works under the general direction of the Fire Chief.


Supervision Exercised:
No direct reports; indirect oversight of suppression and fire prevention personnel involved in grant applications, budget management, information technology issues and human resource functions.
Serves as the contact for questions and input on policy, procedure, and guidance from command staff, suppression staff, and fire prevention staff.


Minimum Qualifications (Education, Experience and Training):
This position requires a minimum of:
Experience: Five years of increasingly responsible administrative, accounting/bookkeeping and computer experience in a government office, including office management experience.
Training: Bachelor's degree preferred but a combination of education and 5 years of experience.
The specific statements shown in each section of this position description are not intended to be all inclusive. They represent typical elements and criteria considered necessary to perform the job successfully.