Performs a variety of clerical/technical responsibilities for the Department of Fire, Rescue, and Emergency Management – Division of Training. This individual reports to the Business Manager. Duties include but are not limited to: answering phones; providing stellar customer service; performing data entry; typing a variety of documents; processing weekly departmental timesheets; maintaining confidential records; assembling and maintaining training files and records; and maintains electronic files using Access software. Works independently in a team environment and possesses the ability to prioritize and multi task. Employee must exercise independent judgment, discretion, and initiative in completing assignments and handling public contact situations requiring considerable tact and knowledge of County policies, procedures, and programs. Person(s) in this position will encounter sensitive information in the performance of their duties and is expected to maintain confidentiality of said information.
Special Duties & Responsibilities:
ESSENTIAL JOB FUNCTIONS
Provides direct functional and administrative support to the Division Chief of Training.
Performs duties related to the daily operations of department's administrative functions. Works in an administrative team environment to assist in the performance and completion of all administrative general office tasks that need to be completed.
Receives direction from the Division Chief-Training with reference to training support and assistance--assembling training files and performing Access data entry. Monitors NIMS training records and performs follow-ups as needed.
Manages and tracks the Tuition Reimbursement and Training Request Program in coordination with the Division Chief of Training and the Deputy Fire Chief.
Answers telephones and transcribes messages. Greets visitors, receives inquiries and complaints, and provides information regarding routine procedures and policies, or refers inquiries to appropriate personnel. Makes copies and sends faxes as needed for all department personnel.
Processes incoming mail and mail-outs. Prioritizes daily work, follows up on requests to/from employees and other agencies.
Serves as the secondary Department Wizard. Troubleshoots department, individual, and station problems, and submits and monitors Track-It work orders with reference to IS problems, including the phone system and any changes.
Serves as the secondary Department Webmaster in updating and posting a variety of information (training, fire prevention, emergency preparedness, Fire and EMS Commission, etc.)
Serves as back-up for the purchasing of office supplies for the administration office and field, receives and verifies accuracy of invoices, and authorizes payment. Maintains an inventory of office supplies including spare toner and supplies for all office equipment.
Types material from typed draft or handwritten copy, which requires the use of a variety of formats for preparing correspondence, memos, lists, reports, etc., and assumes responsibility for correctness of spelling, punctuation, format, and grammar.
Uses a variety of programs and software to accomplish department tasks--Outlook (email), Word (correspondence/documents), Excel (forms and reports), PowerPoint (presentations), Access (research Training Reporting) CPLIMS (research fire and EMS reports), Fire Vacation (leave), Metaviewer (BOS agenda submittal), AS-400 (time), Internet (research), Track-It (IS work orders), Access/Firehouse (Training Records), Firehouse Software, etc.
Attends meetings; prepares agendas, packets, and meeting minutes; reserves meeting rooms; coordinates refreshments; provides relevant information to members; and prepares correspondence on behalf of the working group. Schedules the EOC/Multi Purpose Room as needed.
ADDITIONAL JOB FUNCTIONS
The coordination of new hire information with Human Resources. Sending out notices of station assignment, providing new employee packets, and preparing new employee agreements for the Department. Processing new-hire paperwork, preparing employees files; coordinating start dates, and adding new personnel to unit designations listing. Assisting with Workers Compensation, Quick Faxes, and FMLA. Attending the physical agility tests to assist with the paperwork and/or the testing process as needed.
Processing and entering departmental bi-weekly payroll. Reviewing timesheets for accuracy, researching discrepancies, entering data in AS-400, preparing timesheet reports, and forwarding information to payroll staff. Updating and distributing compensatory time listing on a bi-weekly basis. Maintaining Fire Vacation computer leave schedule for department personnel, entering leave of office staff, and verifying field employee entries. Also coordinating release of final paychecks.
Assists in Emergency Operations Center (EOC) efforts (24/7) as required.
Performs special projects and other related work as required.
Minimum Training & Experience:
HS/GED, including or supplemented by an Associates Degree or course work in secretarial science or business practices, 2 years of secretarial and/or administrative experience, including customer service and personal computer operations, or any equivalent combination of training and experience. Experience with word processing and customer service is essential. Experience with Word, Excel, and Access required. Experience with Firehouse, Publisher, PowerPoint, and AS-400 desired but not required.
Required to successfully attend Radiological Emergency Response and NIMS training. Must successfully obtain and maintain a CPR certification.
Spotsylvania County, VA - 22 months ago