Department Technician

Fire Department Administrative Assistant

Under the supervision of the Deputy Fire Chief, performs a variety of technical functions and secretarial duties. Has frequent contact with the public while answering the telephone, greeting visitors, typing, maintaining databases, filing and managing systems. Schedules classes, conference rooms, training, and processes requests for service. Utilizes various computer systems to enter data and retrieve reports.

Examples Of Duties

• Greets general public; responds to citizens and vendors and advises them on Department procedures and responds to their questions. Answers the telephone and directs calls to appropriate staff; responds to complaints and requests for service or information and other transactions involving the Fire Department.
• Maintains Department member's training records by entering into electronic software systems.
• Schedules appointments for training, smoke alarm installations, car seat checks, and Department conference room use.
• Retrieves Incident Reports from FRMS/CFIRS and ESO software for Department approval and makes arrangements for reports to be picked up while tracking report release information in database.
• Processes and records payments for reports and training classes through Treasury.
• Responsible for maintaining Department office supplies.
• Establishes and maintains filing system; files and retrieves documents, correspondence and other records as requested.
• Reviews and reconciles monthly EMS and uniform cleaning invoices for errors, researches errors, and processes requests for corrections, payments, and refunds.
• Assists in the maintenance and updating of the documents for Fire Department web page on the City website.
• Compiles statistical data on a variety of projects; routine recordkeeping including using spreadsheet software.
• Coordinates and processes POC payroll.
• Assists Fire Prevention with receiving and sending plans for review.
• Assists Fire Prevention with scheduling special events.
• Assists with other administrative duties and projects as assigned.

Typical Qualifications

Previous work experience: One year experience as a Clerk Typist II or 3 years of related clerical and/or administrative support experience. Education: High school graduate or equivalent; some college coursework in secretarial/office administration preferred. Special skills & training: Proficient in Microsoft Office. Capable of handling multiple tasks. Type 45 wpm. Ability to learn CFIRS, ESO, BS&A and other fire department software, systems, and related computer programs. Must be able to maintain the confidentiality of sensitive public safety information and possess excellent communication skills for contact with public.

Supplemental Information

Start date & work schedule: ASAP Monday Friday; 8:30 a.m. 4:30 p.m. Physical demands: While performing the duties of the job, the employee is required to stand, sit, walk, talk, use hands and fingers; to handle or operate objects, tools, or controls; and to reach with hands and arms. The employee may occasionally lift and/or move objects up to 30 pounds. Other physical requirements: Good vision and hearing. Work environment: Work is performed primarily in the office and there are not specific or unusual environmental demands.