Administrative Assistant II

Description

Position Summary: The Administrative Assistant II provides clerical, secretarial and administrative duties to the Riley County Fire District #1 and assists the Fire Chief in the administration of the department policies. This is a complex and responsible position that requires confidentiality and responsiveness working closely with the Department Director. Work requires good judgment, multi-tasking, and professionalism.  

ESSENTIAL FUNCTIONS:

• Provides clerical and administrative assistance to the RCFD/EM, and aids in managing schedules.  
• Assists in coordinating various activities within the Department.
• Assists clients, both internal and external, and directs inquiries to appropriate individuals.
• Processes and tracks annual budget including accounts payable, accounts receivable, payroll, benefits, inventory, supplies, etc. 
• Maintains Riley County burn permit system. 
• Prepares financial statements, records of expenditure and debt, and budget summaries.
• Maintains records of RCFD personnel regarding training, communication, and equipment
• Assists with invoices, organization, and filing of fiscal reports, and gathering data to assist in developing budgets and reporting.  
• Coordinates and schedules travel, meetings, interviews, training, and other appointments.
• Maintain fire personnel gear and equipment to include ordering, fitting, and issuing such.
• Review and submit payroll information and coordinate new hire process for RCFD#1 Volunteers
• Assists PIO with social media, provides accurate information for press releases, and maintains accuracy of website.
• Assists with volunteer personnel management including attendance.
• Prepares documents for grants, contracts, policy and procedures, manuals, various initiatives/issues and meetings. monitors the progress of each document and/or issue. 
• Manages files and databases; maintains office supply inventory and capital asset inventory.
• Research through traditional and non-traditional methods.
• Work on special nonrecurring and ongoing projects, which may include planning and coordinating multiple projects, researching, and disseminating information, and preparing mailings.
• Act as a liaison with outside agencies, and other departments, handle confidential and non-routine information, and explain policies to volunteer staff, when necessary.
• Review fire call reports for accuracy and completeness.
• Other duties as assigned.

Requirements

POSITION REQUIREMENTS:

Education: High school diploma or equivalent required with two years post-high school training in office management, clerical, business/accounting, and computer-related activities preferred.

License(s)/Certification(s): Valid driver’s license required. 

Experience: 4 years in an administrative position. Knowledge of standardized rules, procedures or operations requiring considerable training and experience to perform a wide range of secretarial and administrative assignments. Requires ability to maintain confidentiality and ability to work independently. 2 years of public safety related experience in the emergency related fields preferred.

An appropriate combination of experience and education will be considered in lieu of the requirements.

Skills: Knowledge of basic principles, concepts and methodology of a professional field.,. Excellent verbal, typing, and grammatical skills; ability to compose quality correspondence as well as ability to communicate clearly both orally and in writing. Knowledge of general accounting methods, business management principles, database management and personnel management required. Ability to defuse high pressure, conflicting situations and maintain order required. Ability to work well under pressure, to multi-task, and to accept responsibility for independent decisions and actions taken. Ability to plan, prioritize, organize and accomplish work assignments. Ability to integrate and apply computer software for database, spreadsheet, word processing, and graphics applications to complex records. Ability to work independently with little supervision.

SUPERVISORY RESPONSIBILITIES: None

Supervisory Control: Duties are performed regularly exercising discretion and independent judgement. Director provides administrative direction. Priorities and deadlines are determined by policies, statutes or in consultation with the Director and Asst. Director. Completed work is reviewed in terms of compatibility with other work, or effectiveness in meeting requirements or expected results.

Guidelines: Guidelines consist of general regulations/practices of state statutes and guidelines, and departmental and Riley County policies. Rules, guides and practices are interpreted and applied by the employee. In some instances, guidelines require interpretation to determine intent. The employee analyzes results and recommends changes.

Complexity: The variety of tasks and duties performed involve many different and unrelated processes and methods relative to the performance of administrative and professional tasks. Multiple tasks are pursued simultaneously, and decisions must be made based on the assessment of unusual circumstances, variations in approach or conflicting data.

Scope & Effect of Work: The work involves analyzing a variety of unusual conditions, problems or questions. The work product affects the objectives of the Department and other departments/entities. The work affects the accuracy, reliability, or acceptability of further processes or services. Consults with supervisor to determine available resource limits, set schedules and deadlines for projects, and define the scope of projects

Personal Contacts: The personal contacts include department heads, county commissioners, agency representatives, elected and appointed officials, attorneys, state officials, professional peers, accountants, employees, vendors, and taxpayers. 

Purpose of Contacts: Obtaining, clarifying, or providing facts or information. Gaining compliance with established policies or regulations through persuasion or negotiation to influence or motivate individuals. Resolves problems, receives, and relays messages which are often detailed, complex, and sometimes of an emergency nature. Obtains, clarifies, or gives facts.  

Physical Demands: The physical demands described represent those required to successfully perform the essential functions of this job. Reasonable accommodation may be made to perform the essential functions.

While performing the duties of this job, the employee is required to stand, walk; sit; use hands to finger, handle, or feel; reach with hands and arms; talk or hear. The employee must occasional lift/move 20-50lbs, frequently lift/move 10-25lbs and constantly lift/move up to 10lbs. Specific vision abilities required by this job include close vision and color vision. The position has a dimension which may lead to mental and physical fatigue.  

Work Environment/Conditions: The work environment described represents those encountered while performing the essential functions of this job. Reasonable accommodation may be made to perform the essential functions.

The work environment involves everyday risks or discomforts that require normal safety precautions typical of an office setting. Work is generally in an office setting with visual attention and dexterity in computer operation. There is an occasional risk the employee is potentially subject to verbal or physical abuse. Occasionally the employee will be tasked with delivering food and supplies to emergency scenes which could result in exposure to adverse weather conditions. The noise level in the work environment is usually moderate.