Fire Services Administrative Assistant - FMO

WORKING FOR THE CITY OF MCKINNEY

Working for the City of McKinney is more than a job. It is an opportunity to make a meaningful difference in the lives of others. It is also an opportunity to have a hand in the development of one of the fastest growing communities in the nation. In 2023, McKinney was named one of the top workplaces in DFW by the Dallas Morning News. Although proud of that honor, everyone on our team is committed to making McKinney an even better place to live, work and raise a family. That’s why we exist. Summary

WORKING FOR THE CITY OF MCKINNEY

Working for the City of McKinney is more than a job. It is an opportunity to make a meaningful difference in the lives of others. It is also an opportunity to have a hand in the development of one of the fastest growing communities in the nation. In 2023, McKinney was named one of the top workplaces in DFW by the Dallas Morning News. Although proud of that honor, everyone on our team is committed to making McKinney an even better place to live, work and raise a family. That’s why we exist.

OUR CORE VALUES

City of McKinney employees work hard and at a very fast pace. However, we also look after and support one another. All of us are guided by four employee-inspired values – Respect, Integrity, Service, and Excellence (RISE). We are also supported by servant-based leaders who foster and support a healthy, family-oriented culture. All new employees are expected to embrace and live by our core values and commit to helping us sustain our exceptional work environment as a high performance organization (HPO). Summary Of Position The purpose of this position is to provide intermediate day-to-day, multifunctional business and administrative support to divisional operations. May participate in special projects or committees as well as coordinate workflow through the division. Provides administrative support to executive level staff as needed. Essential Functions/Knowledge, Skills, & Abilities

GENERAL EXPECTATIONS FOR ALL EMPLOYEES

Learn and demonstrate an understanding of how team, department, and City goals are interconnected. Contribute to a positive work culture. Ability to assess his/her work performance or the work performance of the team. Contribute to the development of others and/or the working unit or overall organization. Ability and willingness to work as part of a team, to demonstrate team skills, and to perform a fair share of team responsibilities. Ability to continuously learn and develop through a mix of internal and external training opportunities, and if applicable, encourage subordinates to do the same. Police Department - Maintains a strict level of confidentiality regarding law enforcement sensitive information. Must comply with the City Code of Conduct as well as Police Department Code of Conduct and General Orders Manual. Essential Duties And Responsibilities Prepares, collects, researches, and analyzes data/statistics for monthly reports. Researches and presents cost comparisons for supplies and equipment as well as cost savings reports to show financial benefits to the division. Assists in the monitoring of division budget and individual accounts to track expenditures. Enters requisitions and/or makes purchases for all division equipment, maintains inventories, coordinates invoices, complete receipts processing and bill payment, and balances divisional budget tracking ledgers. Reconciles P-Card statements for all P-Card accounts in the division. Resolves issues with vendors and suppliers including billing issues. Processes payroll; reviews employee timesheets for accuracy and researches discrepancies. Handles divisional requirements for promotions, transfers & new hires, including preparing workstations, updating files, databases, and records regarding all changes in staff assignments and supervisors. Processes training registrations, coordinates travel arrangements and accommodations for department staff, prepares necessary forms for approval as outlined in City policies. Creates training rosters, produces and disseminates training orders through the Records Management System for divisional sworn and civilian personnel. Updates training attendance records and training documentation spreadsheet; digitally files training certificates in individual employee files in the Records Management System. Completes notifications to the Municipal and District courts regarding sworn personnel training to assist in facilitating the court docket scheduling. Prepares and catalogs documents for records retention and archiving with the city’s Records Department as well as complies with Texas State Records Retention periods. Serves as Liaison with IT and facilities for all divisional needs including systems and hardware issues for community workstations, updates to all email distribution changes, facility repairs and ordering & tracking of department keys for all supervisors. Types, prepares, transcribes, proofreads and/or completes various correspondence and reports for the division. Produces bi-weekly slideshow featuring pertinent officer information including division activity information as well as city-wide information. Provides clerical support to assist designated upper level administrative and other supervisory staff in the completion of their duties and responsibilities. Monitors building maintenance needs; reports building maintenance issues to appropriate building services personnel. Maintains conference and training rooms schedules. Performs customer service functions and provides information/assistance regarding City, departments or division services. Provides assistance or backup coverage for other employees or divisions as needed. Maintains confidentiality of departmental documentation and issues. Maintains Criminal Justice Security Awareness Certification. Complies with all written City policies and procedures. Adheres to assigned work schedule as outlined in City and department attendance policies and procedures. Must be able to work flexible hours when needed. Fire Services - Fire Marshal's Office (FMO) duties Fulfills open records request in accordance with FOIA requirements related to fire incidents, fire investigations, fire inspections and code violations, building and fire system plans, and environmental assessments. Processes all communications (email, phone calls, mail, counter) to the Fire Marshal’s Office, and answers or distributes as appropriate. Handles all publicly available meeting rooms within fire department facilities, including responding to inquiries, obtaining and vetting applications, collecting and maintaining security deposits, scheduling, access card distribution and return, and updating and enforcing use policies. Additionally, coordinates with county’s elections office for the use of the meeting rooms, including modifying the schedule to facilitate the delivery and pickup of sensitive electronic voting equipment. Maintains division’s roster, staff contact list, and vehicle and equipment assignments. Ensures the division’s assignment board reflects real-time staffing and activity. Including coordinating multiple calendars and inspection scheduling software programs. Activities include inspections and re-inspections (fire prevention maintenance, construction, foster and adoption home, courtesy, etc.), system impairments, code complaints, divisional meetings and training, and vehicle maintenance. Liaison to vendors/contractors related to special events and after-hours inspections including invoicing and coordinating staff scheduling. Intakes new and revised fire permit submissions by conducting completeness checks, linking related permits, creating and organizing computerized files, downloading documents, and assigning to appropriate reviewer. Performs counter-approval plan reviews as appropriate to ensure compliance with fire code and reduce review times on eligible projects and emergency applications. Processes completed reviews and invoices or notifying customer of revision requirements when disapproved. Manages active permits to ensure proper workflow and applies and removes holds and fees as appropriate. Performs and assist with the background investigations, including completing criminal history checks (where authorized) and scheduling background investigator interviews. Maintains required TLETS certification for conducting criminal history searches in support of background and criminal investigations. Assists in managing TCOLE personnel files as well as maintaining all other employee records in the department and divisional records management systems. Reviews sensitive employee documents including administrative and professional standards inquiries for accuracy. Knowledge, Skills, Abilities, And Behaviors Ability to embrace and embody the City's core values of Respect, Integrity, Service, and Excellence (R.I.S.E.). Ability to communicate effectively with peers, supervisors, subordinates, and people to whom service is provided. Ability to produce desired work outcomes, including quality, quantity, and timeliness. Ability to plan and organize work, time, and resources, and if applicable, that of subordinates. Must possess strong customer service skills and the ability to communicate effectively both orally and written. Requires familiarity with practices, policies and procedures related to police services. Required to complete biennial ethics training for police personnel. Requires the ability to calculate, compute, summate, and/or tabulate data and/or information. Includes the ability to perform subsequent actions in relation to these computational operations. Requires the ability to provide guidance, assistance, and/or interpretation to others on how to apply procedures and standards to specific situations. Requires the ability to utilize a wide variety of descriptive data and information, such as city policies, software manuals and commodity code guides. Requires the ability to perform addition, subtraction, multiplication, and division; ability to calculate decimals and percentages; ability to interpret graphs. Requires ability to apply principles of rational systems. Ability to interpret instructions furnished in written, oral, diagrammatic, or schedule form. Ability to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives. Requires the ability to exercise judgment, decisiveness and creativity in situations involving a variety of generally pre-defined duties which are often characterized by frequent change. Requires the ability to perform skilled coordinated movements, such as operating a computer terminal, printers, fax machine and various office equipment. The ability to work in a team environment; contribute as a team member and treat co-workers, subordinates and customers with respect. Build professional relationships with internal staff and customers. Offer flexibility and adaptability, especially during times of change. Communicate effectively both orally and in writing. Required Qualifications

MINIMUM QUALIFICATIONS

Any work related experience resulting in acceptable proficiency levels in the below Minimum Qualifications may be an acceptable substitute.. A high school diploma or GED, with excellent communication skills, both orally and in writing, are necessary. Ability to maintain confidentiality, strong ethics and customer orientation. Supplemented by three (3) years of experience and/or training involving administrative/clerical work, budget administration and typing. Must be able to obtain and maintain Criminal Justice Information Services Security Awareness Certification. Experience in using Microsoft Office software and overall basic computer skills.

CONDITIONS OF EMPLOYMENT

Must pass a drug screen and background check. Must have Class C Texas Driver’s License.

PHYSICAL DEMANDS

Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station.

WORK ENVIRONMENT

Dynamic environment that requires one to be sensitive to change and responsive to changing goals, priorities, and needs. The above statements describe the general nature and level of work being performed as of the date of preparation and approval. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of the position. Employees holding this position will be required to perform any other job-related duties as requested by management. The job description does not constitute an employment agreement between the employer and employee, and all requirements are subject to possible modification to reasonably accommodate individuals with disabilities. The City of McKinney is an equal opportunity employer (EOE) committed to an alcohol / drug free workplace and to providing equal opportunities regardless of age, race, color, gender, religion, national origin, marital status, veteran status, disability or any other legally protected status. #J-18808-Ljbffr City Of Mckinney