Administrative Assistant, Senior

Administrative Assistant Senior The City of Jefferson is currently accepting applications for an Administrative Assistant Senior for our Fire Department. This position provides advanced office support to staff; processes payroll; answers all correspondence not requiring management decision; prepares complex reports, manuals, and other materials; receives and directs calls, answers various inquiries personally, and provides information on departmental services and functions; maintains appointment schedules; manages variety of administrative tasks without direction from supervisor; makes travel arrangements; and handles calls in supervising manager's absence. Prepares and maintains departmental records; maintains computer database, prepares and creates reports; tracks legal matters; supervises and trains office staff; delegates workflow to other staff; and handles administrative tasks in supervisor's absence. Processes and maintains all payroll records including understanding and ensuring all payroll is processed accurately and according to policy. Works with vendors to secure uniform items for stock and as requested by staff. Composes correspondence, reports, manuals, and other materials; composes and types letters and other material. Prepares payroll and handles personnel records; tracks department expenses, and processes invoices for payment. Receives telephone calls and visitors, answers inquiries and complaints personally, provides information on departmental services and refers to appropriate persons; schedules appointments; arranges and confirms meetings with City officials; and maintains appointment schedules. Handles complex special projects or department specific functions such as: grant applications, special events organization, City Council and Committee research projects and reports, FEMA/SEMA paperwork, capital improvement files, United Way, and program registration. Physical: Ability to type for extended hours at sixty words per minute without interruption; lift heavy file boxes; visual ability sufficient to effectively operate office equipment, read and write reports, correspondence, and instructions; hearing and speaking ability sufficient to hold conversation both in person and over a telephone; deliver and pick up paperwork within the building and throughout the City; maintain effective working relationships with other employees and the public. Mental: Ability to concentrate on work and maintain accuracy with constant interruption. Requires a high school diploma or equivalent and three years of general office or administrative experience. Knowledge of office practices and procedures; business English, spelling, grammar, and arithmetic; operation of office equipment; knowledge of government operations, rules, and regulations; and word processing and spreadsheet software. Ability to make complex decisions in accordance with established policies and procedures; maintain office records; prepare accurate reports; and perform office management details without referral to a supervisor. This position is scheduled Monday through Friday, 8:00 a.m. to 5:00 p.m., with the expectation of working occasional Saturdays to support Fire recruitment activities.