Administrative Assistant

OpportunityThe Administrative Assistant – Public Safety is a non-sworn position within the Fire Department. The position serves as an initial point of contact for telephone, walk-in, and email inquiries regarding various aspects of the Department's business operations. The position provides administrative support by processing permits, conducting research, responding to inquiries, maintaining records, and performing a variety of routine administrative duties. Standard forty (40) hour work week with some weekend and evening event attendance required.Examples of Typical ResponsibilitiesThe duties listed below are intended only as illustrations of the various types of work that may be performed, with or without reasonable accommodation. The omission of specific statements does not exclude them from the position if the work is similar, related, or a logical assignment to the position.Serves as the initial point of contact for phone, walk-in and e-mail communicationProcesses permit applications and conducts related background investigations.Responds to civilian inquiries and requests for assistance.Orders and maintains office supplies as needed.Helps track department training records and attendance.Assists in maintaining records in accordance with the department's records retention schedule and applicable state and federal laws.Reviews ambulance and fire run reports for completion and accuracy, works with staff to ensure completion.Performs basic accounting tasks related to department activities.Assists with ambulance billing inquiries from the third-party billing agency and the public.Attends and assists with organizing department events.Assists with the preparation of annual reports, audits and data requests.Other duties as assigned or apparent.Examples of Performance CriteriaProvides prompt, professional, and customer-focused communication and service to department employees, community members, outside agencies, and other stakeholders, reflecting positively on the Police and Fire Departments.Prepares clear, accurate, and well-written reports and other written communications and responds to inquiries in a timely and professional manner.Manages multiple projects, responsibilities, and competing priorities effectively; establishes appropriate priorities and consistently meets established deadlines.Maintains compliance with applicable state and federal laws and City policies regarding data privacy, confidentiality, records management, and retention.QualificationsMinimum:High school diploma or GED.Ability to pass a law enforcement background check.Possession of a current Minnesota Bureau of Criminal Apprehension (BCA) Terminal Operator Certification, or the ability to obtain certification within six (6) months of hire.Ability to communicate effectively.Desirable, but not required:Post-secondary education in communications, criminal justice, or related field.Public experience in communications, public safety or related field.Bilingual or multilingual communication skills, with the ability to communicate effectively in English and one or more additional languages.Equivalency: An equivalent combination of education and experience closely related to the duties of the position MAY be considered.Working ConditionsPhysical Requirements The position requires the ability to operate computers, telephones, and other standard office equipment and involves periods of sitting, standing, walking, computer use, meetings, and other routine office activities. The employee may occasionally be required to reach with hands and arms; stoop, kneel, crouch, or otherwise change position; and lift, carry, push, or pull objects weighing up to 25 pounds. The position requires the ability to speak and hear to communicate effectively with employees, public officials, community members, outside agencies, and other individuals in the course of assigned duties. Visual abilities necessary to perform essential job functions include viewing computer screens, reading and reviewing documents, and adjusting focus between documents, screens, and other materials. The employee may occasionally work outdoors in varying weather conditions and may be required to drive or travel in a passenger vehicle as part of assigned duties. Environment Work is primarily performed in a shared, open, office environment within a fire department facility. The position requires regular interaction with department personnel, other City staff, public officials, outside agencies, vendors, and members of the public. The employee may occasionally work in or travel through areas associated with fire department or emergency services operations and may be exposed to noise, vehicle traffic, dust, fumes, odors, and other environmental conditions. The employee may also occasionally encounter emergency-response activities, including alarms, radio traffic, vehicle movement, and other routine fire department operations. The position may occasionally require outdoor work in varying weather conditions, including heat, cold, rain, snow, and wind. The employee may also occasionally drive or travel in a passenger vehicle as part of assigned duties. Appropriate safety procedures and personal protective equipment will be used when required.Equal Employment Opportunity (EEO) and ADA Statement: The City of White Bear Lake is an Equal Opportunity Employer in compliance with the Americans with Disabilities Act. It will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.BenefitsWe offer a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave. Part-time employees who work an average of 30 hours per week over the course of a year, receive benefits on a pro-rated basis. To learn more details, contact Human Resources at View email address on click.appcast.io