Administrative Assistant - Fire bei City of Danville, VA

About the Department

Position Duties

The essential functions of the job are not limited to those listed in the job description.  The City retains the discretion to add to or change the duties of the position at any time.

• Provides secretarial support to the department by maintaining office filing; greeting visitors; answering phones; typing correspondence; proofing documents; establishing quality controls; creating council letters, ordinances, scheduling interviews and arranging travel; calculating reimbursements; assisting with software and equipment related issues; and performing supervision over other secretaries.
• Provides administrative support to the Fire Chief by acting as the first point of contact for internal and external customers; handling and scheduling appointments; reviewing, researching, and correlating information from various sources to aid the Chief in decisions regarding the operation and planning of the department; screening telephone calls and visitors; re-directing customers to appropriate office; and serving as informal channel of communication to the Chief relating to problems and issues.
• Performs and maintains departmental budgetary, accounting and record keeping functions by monitoring budgets; preparing invoices, expenses and revenues; submitting forms; initiating the disbursement of funds.
• Oversees the completion of personnel-related reports and issues by maintaining payroll reports and documenting payroll records with accuracy; reviewing time sheets; verifying leave balance and adjustments; calculating overtime; preparing monthly drug test forms for the employees as advised by the HR department; verifying employees’ licenses and certifications; responding to employee questions; maintaining records; and typing personnel action forms.

ADDITIONAL DUTIES

• Performs additional duties to support operational requirements as assigned.

Minimum Qualifications

N/A

Education and Experience
Associate’s Degree, or equivalent from a college, vocational, business or technical school, and over two years up to and including four years of experience.
 
An equivalent combination of education and experience may be considered in lieu of the specific requirements listed above.

Certifications/Licenses

• Valid driver’s license and acceptable driving record according to City criteria.
• Active commission as a Notary

Job Knowledge   
Intermediate knowledge to perform most work in normal situations.  Comprehension of standard situations and includes knowledge of most of the significant aspects of the subject.

Reading   
Intermediate: Ability to read papers, periodicals, journals, manuals, dictionaries, and thesauruses.

Writing   
Intermediate:  Ability to write reports, prepare business letters, expositions, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech. 

Math   
Intermediate:  Ability to deal with system of real numbers; practical application of fractions, percentages, ratios/proportions and measurement.

Communication Skills  
Decisions regarding interpretation of policies may be made. Contact may involve stressful, negative interactions requiring high levels of tact, and the ability to respond to aggressive interpersonal interactions. Elements of persuasion may be necessary to gain cooperation and acceptance of ideas.

Independence and Decision-Making    
Normally performs the job by following established standard operating procedures and/or policies.  There is a choice of the appropriate procedure or policy to apply to duties.  Performance reviewed periodically.

Technical Skills   
Work requires the use of standard technical skills appropriate to the work environment of the organization.

Fiscal Responsibilities   
Completes research for documents, compiles data for computer entry, and/or enters or oversees data entry.  Has responsibility for monitoring budget/fiscal expenditures (typically non-discretionary expenditures) for a work unit of less than department size (programs, activities, projects or small organizational units) or responsibility for fiscal management of capital project(s).  May recommend budget allocations.

Supervisory Responsibilities
Performs essentially the same work as those directed.  Includes oversight of quality, training, instructing and scheduling work.

Other Qualifications

PHYSICAL DEMANDS

• Sedentary physical effort, exerting up to 10 lbs. occasionally or negligible weights frequently; sitting most of the time.
• Constant handling, fine dexterity; adequate vision, hearing, talking to use computer, telephone and communicate effectively with others.
• Frequent sitting, walking, reaching, bending, twisting.
• Occasional standing, lifting, carrying, pushing/pulling, kneeling, crouching, climbing, balancing.
• Rare crawling.

NON-PHYSICAL DEMANDS

• Responsible for appropriate use and maintenance of City equipment, tools and other resources, including work time. 
• Regular and predictable attendance is expected.
• Frequently experiences time pressure, frequent change of tasks, performing multiple tasks simultaneously, working closely with others as part of a team, tedious or exacting work.
• May occasionally experience emergency situations.
• May rarely experience irregular work schedule/overtime, noisy/distracting environment.

MACHINES, TOOLS, EQUIPMENT, SOFTWARE AND HARDWARE
Typically requires use of standard office equipment and telephone, and related software and hardware; and any other equipment as appropriate or as assigned.

WORK ENVIRONMENT
This work is performed in an office environment where there are no health, safety, or environmental factors.  The employee must wear appropriate protective equipment as apparent and assigned, if any.

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