Administrative Assistant-Fire Department - City of Arkansas City ID - 11761
ADMINISTRATIVE ASSISTANT
(Fire Department)
Duties of this full-time position include a variety of clerical, secretarial and administrative work in keeping official records, providing administrative support to the Fire/EMS Chief. Perform routine clerical and administrative work in answering phones, receiving the public, providing customer assistance, processes payment of invoices and data processing. This position requires the ability to work independently, work well with others and perform in a team environment on a daily basis. Frequent interaction with the general public and other employees is required.
The ability to provide outstanding customer service to applicants, vendors and employees is essential. Excellent communication skills (verbal and written) and the ability to work well with others are crucial in this position. Must be able to manage time well and prioritize tasks while maintaining a high level of professionalism and confidentiality. Accuracy, attention to detail and ability to multi-task is required. Candidates must possess an Associate Degree (Bachelor Degree preferred)/acceptable equivalent and a valid driver’s license with a safe driving record as determined by the employer.
The successful applicant must pass post-offer, pre-employment drug/alcohol screens along with physical capacity profile, background and reference checks.
Pay Range: $13.05/hour - $17.66/hour.
The City of Arkansas City provides an excellent benefits package including family health and dental insurance, life insurance and KPERS retirement benefits.
Applications accepted until filled, initial review beginning Wednesday, October 30th.
CITY OF ARKANSAS CITY
ADMINISTRATIVE ASSISTANT
Department: Fire/EMS Pay Range: 17
Division: None Location: Fire/EMS Department
FLSA: Hourly, Non-Exempt
Work Shift: Generally M-F (unless otherwise necessary)
Work Status: Full-Time
PCP Level: 1 -Sedentary Work
KPERS: KPERS Covered Position
Residency: None
Response Time: None
Cell Allowance: No
City Manager Signature: -ON FILE- Date Approved: -ON FILE-
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GENERAL OVERVIEW OF POSITION AND RESPONSIBILITIES
Performs a variety of clerical, secretarial and administrative work in keeping official records, providing administrative support to the Public Services Superintendent. Performs routine clerical and administrative work in answering phones, receiving the public, providing customer assistance, processes payment of invoices and data processing. This position requires the ability to work independently, work well with others and perform in a team environment on a daily basis. Frequent interaction with the general public and other employees is required.
SUPERVISION RECEIVED
Works under the general guidance and direction of the Fire/Emergency Medical Services (EMS) Chief.
SUPERVISION EXERCISED
None.
ESSENTIAL FUNCTIONS
Essential functions of the job may include but are not limited to the following:
- Professionally greets and assists the public.
- New employee orientation on administrative issues and uniforms.
- Ordering of janitorial supplies; keeping supplies stocked.
- Performs data entry, word processing and report generation including preparation of spreadsheets, databases and other specialized functions.
- Receives the public and answers questions, responds to inquiries from employees, citizens and others and refers, when necessary, to appropriate persons in a timely matter.
- Prepares requisitions, maintains vendor files.
- Prepares credit card logs and processes transactions.
- Maintains chart of accounts on purchases and assists with preparing annual budget.
- Procurement of office materials and supplies.
- Maintains files on all apparatus, vehicles and equipment.
- Processing of leave and payroll preparation.
- Data entry in Firehouse software.
- Prepares statistical, monthly and annual reports. Prepares evidence reports, transcribes confidential fire investigation interviews and reports.
- Receives and distributes incoming mail and processes outgoing mail.
- Composes, types, edits and routes correspondence, reports, memoranda, and other material requiring judgment as to content, accuracy and completeness.
- Plans and organizes conferences, fairs and meetings; schedules appointments and makes travel arrangements.
- Directs preparation of records such as notices, minutes and resolutions.
- Responsible for the appearance, cleanliness and organization of office and break area as needed. Cleans and organizes as necessary.
NON-ESSENTIAL FUNCTIONS
- Attendance at training, workshops and seminars.
- Serve on various employee committees and may take notes.
- Set up meeting rooms (including laptop and projector).
- Other duties as assigned.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
- Must be trustworthy and possess a professional demeanor.
- Ability to work confidentially and with extreme discretion.
- Ability to establish and maintain cooperative relationships with the general public and city employees.
- Ability to exemplify and foster an enthusiastic, resourceful and effective service attitude.
- Willingness and ability to use independent judgment as well as take direction.
- High degree of organizational skills and problem solving ability.
- High attention to detail.
- Ability to execute tasks accurately without excess supervision.
- Ability to work independently and efficiently on time-sensitive projects.
- Ability to assist and support others.
- Ability to manage multiple tasks.
- Ability to work with speed and accuracy.
- Ability to work in a fast paced work environment.
- Excellent written, verbal and customer service skills.
- Working knowledge of computers and electronic data processing.
- Working knowledge of modern office practices and procedures.
- Ability to handle stressful situations.
COMMITMENT TO MISSION AND ORGANIZATIONAL VALUES
It is each employee’s commitment to uphold these core values while representing the City of Arkansas City in carrying out municipal duties as public servants. These values should form the basis for interactions with the general public, with other agencies and with each other.
Mission
The City of Arkansas City strives to provide a high quality of life for its citizens by furnishing a variety of efficient services in a professional, courteous manner.
Statement of Organizational Values
We value Professional Ethics, which includes:
- Honesty
- Compassion
- Fairness
- Confidentiality
- Reliability
- Stewardship of resources
- Respectfulness
- Non-discriminatory behavior
- Professionalism & personal courtesy
We value Commitment to Citizens through Customer Service, which includes:
- Courteous interaction with the public
- Pride & ownership
- Programs that address citizen needs
- A sense of urgency and responsiveness
- A service-oriented approach to patrons
- Listening as well as hearing
We value Commitment to Excellence, which includes:
- An ability to see the big picture
- A sense of pride
- A commitment to employee knowledge
- Employee professionalism
- Accountability
- Teamwork
- Protection of health, safety & public welfare
- A willingness to embrace change
- A commitment to organizational goals
- Clear communication
EDUCATION AND EXPERIENCE
- High school diploma or acceptable equivalent.
- Two (2) years of increasingly responsible related experience, with specialized course work in general office practices such as typing, filing, accounting and bookkeeping.
- Two-year community college degree or vocational school training in political science, business administration, public administration or related field. Bachelor Degree preferred.
- Any combination of above at the discretion of the City Manager.
CERTIFICATION(S) AND LICENSE(S)
- Must possess a valid driver’s license with a safe driving record as determined by the employer.
PRE- EMPLOYMENT TESTING
Components of the following pre-employment testing may be conducted and must be successfully completed by the employee:
- Criminal history background checks
- Physical Capacity Profile – Level 1
- Drug screen
- Alcohol screen
WORK ENVIRONMENT AND CONDITIONS
The work environment and conditions described here are encountered in performing the essential functions of this position. Typical office atmosphere. Works with others on a regular basis. Noise level is generally low and temperatures are regulated. There is some exposure to automotive fumes, odors and smoke. The noise level in the office work environment is usually quiet, but the individual is frequently exposed to hearing loud alarms.
ESSENTIAL PHYSICAL FUNCTIONS
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.
Must meet Level 1 in Department of Labor’s Dictionary of Titles – Sedentary Work exerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently. Involves sitting most of the time, but may involve walking or standing.
GENERAL COMMENTS
This job description is intended to identify and illustrate the kinds of duties that may be assigned. It should not be interpreted as describing all of the duties that may ever be required or be used to limit the nature and extent of assignments given. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
The City of Arkansas City is an At-Will employer.
