Description

Examples of Duties

• Manages the Fire Chief’s calendar, correspondence, files, meetings, reports, and special projects.
• Prepares, reviews, and maintains departmental correspondence, reports, spreadsheets, records, and other administrative documents.
• Maintains confidential personnel, certification, training, incident, patient-care, billing, and departmental records in accordance with applicable retention, privacy, and records-management requirements.
• Assists with departmental payroll documentation, accounts payable, invoice processing, purchase orders, check requests, travel requests, purchasing documentation, and budget preparation and monitoring.
• Tracks employee licenses, certifications, training requirements, and required submissions to applicable local, state, and federal agencies.
• Receives and responds to inquiries, complaints, and requests from employees, citizens, vendors, and other agencies, referring complex or sensitive matters to the appropriate departmental official.
• Assists with Public Information Act requests and protects confidential or legally restricted information, including HIPAA-protected medical information.
• Coordinates schedules for inspections, plan reviews, certificate-of-occupancy inspections, public presentations, meetings, drills, and other departmental activities.
• Compiles departmental statistics and prepares daily, monthly, annual, and legally required reports.
• Prepares notices and correspondence regarding fire-code and ordinance violations as directed by authorized Fire Department personnel.
• Provides administrative support during emergencies and may perform assigned responsibilities within the Incident Command System.
• Maintains NIMS compliance at the levels established by the Fire Chief and completes required NIMS training.
• Provides backup administrative support and cross-departmental assistance when assigned.
• Performs other related duties and special projects as assigned.

Typical Qualifications

• Associate’s Degree in Business Administration or related discipline required, supplemented by specific post secondaryeducationalcourseworkinsecretarialsciences or business practices, Bachelor’s Degree preferred;
• 3to5 years of experience as freecharge Administrative Assistant, secretarial work and, work involving public contact; alternately;
• Any equivalent Combination Of Education,relatedtraining and experience which provides the required knowledge, skills and abilities {may be} considered in lieu of additional course work/education;
• Articulates With Excellent Interpersonal,problemsolving, decision making and communication skills, both written and oral;
• Excellent Organizational And Time Management skills;
• Ability To Address Multiple Projects And Tasks concurrently;
• Ability To Be Onecal l24/7ifnecessaryandworklonghours during emergencies;
• Embraces Honest And Ethical Behavior Among employees;
• Promotes Teamwork And A Customer Oriented Business philosophy;
• NIMS compliant at100a d700 within 30 days of employment;
• Valid Texas Class C driver license;
• Must be familiar with Public Information Act;

Supplemental Information

• Must haves Thorough Knowledge Of The Health Insurance Portability and Accountability Act (HIPAA); and,
• Ability to obtain Certifications Notary Public from the Texas Secretary of State’s Office within one year of entering the position.