Administrative Assistant (Senior)

City of Bay City

Full Time - Senior Administrative Assistant

Department of Public Safety - Fire Division

Teamsters 214 Non Supervisory Unit

JOB SUMMARY

The following is intended as a brief description of the duties, responsibilities, and requirements of the position listed above and is not intended to be all encompassing or all-inclusive.

This is highly confidential administrative work in the Bay City Department of Public Safety's Fire Division.

The position provides direct clerical services of a continuing, confidential nature to the Fire Chief and provides general clerical assistance to the Fire Division staff.

Requires the exercise of initiative, independent judgment, and discretion in screening calls, visitors, and mail; arranging conferences and meetings; maintaining appointment schedules; taking and transcribing minutes; answering requests for information; processing sensitive personnel matters; public relations activities; and maintaining computerized records management systems.

ILLUSTRATIVE JOB DUTIES AND RESPONSIBILITIES

An employee in this position may be called upon to do any or all of the following essential functions. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or logical assignment to the class. To perform this job successfully, an individual must be able to perform each essential function satisfactorily.

1. Assist the Fire Chief daily by screening telephone calls, visitors, and mail; answers letters and general correspondence as directed by the Fire Chief; plans appointment schedules and makes travel arrangements; processes confidential matters including sensitive personnel transactions.
2. Answers requests for information, Freedom of Information Act (FOIA) requests, and organizes and maintains records and files.
3. Assists in the preparation and administration of departmental activities such as goals, budgets, and public relations.
4. Maintains the internal Fire Division timekeeping records which include monitoring overtime, time earned and used, seniority, FLSA, vacation schedules, promotions, and sensitive disciplinary matters.
5. Properly maintain the necessary payroll information for the Fire Operations Division.
6. Provides administrative and operational support to the Fire Chief, Fire Marshal, Training Officer, and Battalion Chiefs.
7. Provides assistance with departmental grants by providing data, documentation, submission, maintenance and grant close-out.
8. Composes commission agenda items.
9. Prepares travel arrangements, meeting minutes, and calendars for administrative employees.
10. Submit NFIRS report to the Department of Homeland Security monthly.
11. Properly track false alarm calls and bill as necessary.
12. Assists in the preparation of information for Risk Management cases.
13. Provides support and works collaboratively to maintain the social medial accounts for the Fire Operations Division.
14. Organizes various awards and memorial ceremonies.
15. Performs job duties with proper safety work methods and procedures.
16. Performs related work as required.

MINIMUM JOB REQUIREMENTS

The requirements listed below are representative of the knowledge, skills, abilities, and qualifications necessary to perform the essential functions of the position.

Knowledge of:

• Considerable knowledge of business English, spelling, punctuation, and arithmetic.
• Demonstrated use of correct vocabulary skills. Excellent oral communication and telephone skills.
• Substantial knowledge, skills, and ability in Microsoft Office Software (MS Word, Excel, and PowerPoint) and fire incident reporting software specific to the Fire Division.

Ability to:

• Ability to keep complex records, assemble and organize data with an extreme amount of confidentiality.
• Ability to greet and deal with the public courteously and tactfully, and to maintain effective working relationships with fellow workers, City officials, attorneys, and the public.

Education/Experience:

• High school diploma or GED supplemented by additional course work in secretarial science,

• plus, considerable experience in secretarial and administrative work.
• Demonstrated proficiency in complex filing and computer typing with speed and accuracy
• Must possess and maintain a valid Michigan driver's license.