Administrative Assistant - Fire

GENERAL DESCRIPTION:

A highly responsible administrative position assisting the Chief and Chief Deputy; responsible for performing complex administrative and coordination functions including considerable interaction with the public.

ESSENTIAL JOB FUNCTIONS:

The following statements describe the principal functions of the job and its scope of responsibility but should not be considered an all-inclusive list of work requirements.  Individuals may perform other duties as assigned.

• Administers requisitions, purchasing, inventory records and monitors budgetary needs for Fire Rescue Department, including municipal fire departments Mutual Aid accounts.  
• Maintains a multi-department central filing system including confidential personnel records in both hard files and an automated data base. 
• Prepares annual budget for Fire Rescue Department
• Composes and distributes routine correspondence, schedules appointments, maintains planned leave calendar for Fire Rescue staff, Fire Marshal, Training and Operations personnel.  
• Processes new applications and annual compliance requirements for volunteer departments; including Driver’s License reviews, criminal background checks, pre-employment physicals, and Hepatitis - B vaccinations. 
• Functions as liaison between Fire Administration and the volunteer fire chiefs in respect to expenditures, personnel, correspondence, policies, procedures, etc. 
• Coordinates with Risk Management to complete the Workers Compensation claim forms. 
• Provides supervisory guidance to clerical and secretarial staff as needed
• Maintains a professional and safe unit and work area adhering to established safety policies and the image desired for the organization.
• Consistently follows Board policies and procedures.
• Responds productively to change and performs all other related tasks as directed.
• Responds to any Officer in the chain of command.

KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of Emergency Operations activities, including policies and procedures.  
• Excellent working knowledge of office techniques, business arithmetic, and business English including composition, spelling and punctuation.  
• Skill in the use of office equipment, word processing programs, computers, etc. with the ability to learn new programs as needed.  
• Ability to prepare complex documents and independently compose letters and memorandum.
• Ability to coordinate, organize, prioritize, and follow-through with a wide variety of detailed projects.
• Skill in effective communications and in all facets of customer service.
• Ability to maintain effective working relationships with paid and volunteer co-workers, officers, elected officials, vendors, and the general public.

PHYSICAL SKILLS:

Must be able to remain in a stationary position for 50% of the time.  Must be able to frequently position self to reach files and other office items located on low shelves or the floor.  Must be able to inspect and assess daily email and postal mail correspondence. Frequently communicates with the public, vendors, co-workers, managers, directors, Administration, and the Board of County Commissioners.  Must be able to exchange accurate information in these situations.  Frequently operates various types of office equipment to include, but not limited to a computer and copy machine.  Occasionally ascends/descends stairs.  Rarely moves materials and office equipment weighing up to 25 lbs.  Constantly works in an indoor environment.  Rarely works in inclement outdoor weather conditions. Rarely operates motor vehicle for up to four (4) hours continuously or intermittently. 

MINIMUM QUALIFICATIONS:

EDUCATION AND EXPERIENCE:

  Graduation from an accredited high school or possession of an acceptable equivalence diploma.  Four (4) years of administrative secretarial/clerical experience. 

LICENSES, CERTIFICATIONS, OR REGISTRATIONS:

Must possess and maintain a valid Florida Driver's License.

OTHER JOB-RELATED REQUIREMENTS:

        Disaster Essential.

THE HIGHLANDS COUNTY BOARD OF COUNTY COMMISSIONERS
Does not Discriminate on the basis of age, race, sex, religious belief, color, national origin, disability/handicap, gender, gender identity, sexual orientation, genetics or any other legally protected group/class. We are proud to be a drug free workplace. Screening tests for illegal drug use may be required as a condition of employment