The Administrative Assistant is responsible for all secretarial duties for the San Benito Fire Department, performing confidential administrative and clerical tasks. This position also has the responsibility of providing secretarial services for the staff. This person has the ability to solve problems in office procedures and assists in accomplishing routine business. The employee is required to learn thorough knowledge of department rules, policies and procedures, and is responsible for applying this knowledge independently when dealing with the public and employees of the department. The Administrative Assistant is also responsible for processing and completing payroll for the department.
Duties include, but not limited to, the following:
Plan and implement duties and functions assigned by the Fire Chief.
Compose letters, memorandums, correspondence, and reports that may involve technical or confidential material.
Organizes and prepares fire department related calendars and meetings. Schedules meeting rooms, trainings, conferences, and other events as requested.
Routes information to appropriate staff members and follow-ups as necessary and maintains radio communication if necessary.
Receive and route incoming telephone calls to appropriate administrative staff.
Maintains a variety of confidential files for the Fire Chief.
Responds to individuals requesting information by telephone or in person, answers questions and provides information.
Performs a variety of detailed office administrative tasks.
Establishes and maintains a complete filing system.
Serves as an agent of the Fire Chief in procuring information from other staff members.
Prepares accurate department payroll, including overtime and submits to the Payroll department.
Reconciles bi-weekly timesheets.
Processes department requisitions, posts to appropriate accounts and submits to Finance.
Schedules presentations and/or inspections.
Receives, stamps and distributes incoming mail; processes outgoing mail.
Operates/maintains office machines and maintains supply inventory.
Collects data and produces monthly reports for the Fire Chief, Captains and the City Manager.
Prepares and faxes reports as necessary.
Creates and maintains daily roster; personnel roster, including change of address/phone number.
Registers personnel for conferences and seminars; makes travel arrangements; completes travel and expense reports.
Provides Captains with assistance.
Assists superiors to call in personnel for overtime.
Attends training, seminars and conferences.
Other duties as assigned.
DESIRED MINIMUM QUALIFICATIONS
Proficient in Microsoft Outlook, and Microsoft Office applications
Ability to type 50 words per minute.
Willingness and ability to serve the public, staff, and volunteers.
Must possess the skills and capability to receive instruction.
Ability to demonstrate dependability and flexibility in performing job duties.
Possess and maintain a valid Texas Driver’s license.
Any equivalent combination of education and experience that provides the necessary knowledge, skills, and abilities to perform the duties of this position.
EDUCATION
High School graduate or equivalent.
Associates Degree in Office Administration preferred.
EXPERIENCE
One (1) year office management or secretarial experience with public contact.
OR
Any equivalent combination of education and experience.
The statements contained in this job description reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility. It should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise to balance the workload.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The above noted job description is not intended to describe, in detail, the multitude of tasks that may be assigned but rather to give the associate a general sense of the responsibilities and expectations of his/her position. As the City’s demands change so will the essential functions of this position.
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