Administrative Assistant I Fire Life Safety

Job Description

An employee in this class performs a variety of administrative and record keeping duties. Work generally involves the full scope of office management activities. The position requires that the employee establish and maintain office filing and database systems, organize information flow for effective customer service and staff use and independently perform assigned administrative and clerical functions that support Life Safety Division operations. Secretarial, clerical and record keeping duties require tact, judgment and discretion in handling sensitive public information or confidential matters for the Fire Department administration. Work requires general knowledge of departmental operations to respond to routine inquiries and to perform job functions effectively. Precedent setting situations refer to higher level supervisors. Guides generally include a variety of written manuals and instructions, as well as oral instructions. Sound judgment is required to perform the responsibilities and tasks. Work is performed under the regular supervision of the Fire Marshal and is evaluated through observation, conferences, feedback from citizens and staff, and ongoing evaluation and testing of the quality and effectiveness of work processes.

Essential Job Functions

• Answers telephone and assist visitors; directs calls or visitors and gives program information based on the type of request; takes requests for services from citizens; collects fees or other payments; gives information concerning visitor's needs; and handles many requests independently.
• Bills fire inspection fees. Assists with permits.
• Assists with scheduling public education events.
• Reviews and verifies records and reports for correct information; processes documents based on review and verification; files and retrieves materials based on limited information; and performs periodic follow-up activities.
• Screens calls and inquiries; secures and gives information; records public requests for services or information; provides information concerning policies and guidelines
• Performs other related job duties as assigned.

Career Ladder for Administrative Assistant Life Safety Fire Department

Administrative Assistant I Grade 9 - $38,700 - $47,000

Education and Experience:

High school diploma or equivalent; and at least one (1) year of administration experience including information systems experience; or an equivalent combination of education and experience.

Special Qualifications:

1. Possession of a valid driver's license to operate a motor vehicle. Requirement exists at the time of hire and as a condition of continued employment.
2. May require Notary Public or ability to obtain certification within one year of employment.

Administrative Assistant II Grade 12 - $44,800 - $51,860

Education and Experience:

High school diploma or equivalent; and at least three (3) years of administration experience including information systems experience; or an equivalent combination of education and experience.

Special Qualifications:

1. Possession of a valid driver's license to operate a motor vehicle. Requirement exists at the time of hire and as a condition of continued employment.
2. May require Notary Public or ability to obtain certification within one year of employment.
3. Must complete a minimum of 24 hours of job-specific training through an employer-approved professional training program. Training must be complete within 24 months of hire or promotion.

Administrative Assistant III Grade 14 - $49,390 - $60,000

Education and Experience:

High school diploma or equivalent; and at least five (5) years of administration experience including information systems experience; or an equivalent combination of education and experience.

Special Qualifications:

1. Possession of a valid driver's license to operate a motor vehicle. Requirement exists at the time of hire and as a condition of continued employment.
2. May require Notary Public or ability to obtain certification within one year of employment.
3. Must complete a minimum of 24 hours of job-specific training through an employer-approved professional training program. Training must be complete within 24 months of hire or promotion.

Knowledge, Skills, and Abilities

1. General knowledge of standard office practices, procedures, equipment, and administrative support techniques.
2. General knowledge of departmental programs and policies.
3. General knowledge of Business, spelling, and arithmetic.
4. General knowledge of federal, state, and local laws, codes, regulations related to area of assignment.
5. Ability to type accurately at a reasonable rate of speed.
6. Ability to make basic arithmetical calculations.
7. Ability to follow oral and written instructions.
8. Ability to communicate effectively in person, by telephone and email.
9. Ability to be tactful and courteous and maintain confidentiality.
10. Ability to read and understand policies, procedures, and materials.
11. Ability to operate a variety of office systems to produce documents.
12. Ability to establish and maintain effective working relationships with City officials, vendors, contractors, associates, and the general public.
13. Ability to multi-task.
14. Knowledge of department forms, terminology, methods, and procedures.
15. Ability to gather and give basic information and instructions on departmental programs based on inquiries.
16. Ability to proofread their own records and data.
17. Performs other related job duties as assigned.

Physical Demands

Work in this class is defined as sedentary work requiring the exertion of up to 10 pounds of force occasionally and/or up to a negligible amount of force frequently or constantly to move objects. Physical requirements require occasional climbing, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, fingering, grasping, handling and repetitive motions. Work requires dexterity in the hands for typing and operation of standard office equipment and visual acuity is necessary to read handwritten and typewritten materials and to operate a computer terminal. Vocal communication is required to express or exchange ideas. Hearing is required to perceive information at normal spoken word levels. Visual acuity is required for depth perception, preparing and analyzing written or computer data, visual inspection of products, operation of machines, determining the accuracy and thoroughness of work, and observing general surroundings and activities.

Work Environment

Work is performed primarily in an office with a controlled environment and may include outside environment without exposure to harmful conditions.

Open until filled, will begin reviewing applications on May 1, 2026