Administrative Secretary at City of Farmington Hills, MI

About the Department

Performs a variety of administrative duties in addition to clerical tasks. Often acts as liaison between the Fire Marshal and the public, employees, other Department Heads and various local, state and national agencies. Possess immediate proficiency with Microsoft Outlook, Excel, PowerPoint and Microsoft Word. Develop proficiency with EMS records management systems, Fire records management, budgeting software or similar scheduling software systems, and national management records systems.

Position Duties

• Receives and responds to calls, visitors and e-mail concerning City services. Assists with understanding of City ordinances, policies, and rules, supplying forms and other information. Resolves problems, answers question or directs inquiries to the appropriate person or office.
• Provides administrative support to the Department by maintaining department files, preparing agendas, scheduling appointments, maintaining calendars, and following up on complaints, correspondence, and transactions.
• Types various confidential documents, correspondence and reports concerning such matters as policy, personnel and finances.
• Accurately prepares and maintains various communications, minutes and operational documents.
• Compiles data and research for periodic reports, budgets, or for other input into administrative decision making.
• Creates, balancing and maintains spreadsheets for use with the finance department.
• Prepares and tracks purchase orders, check requests, workers' compensation forms, expense reports, office supplies and billings.
• Serves as liaison for the department to communicate information to city employees and the public regarding well defined policies and procedures without instruction or review.
• Coordinates the training and assignments of others in the assigned work area, recommending workloads and job assignments. May be involved in interviewing and assisting in performance review preparation.
• Communicate with contractors, insurance adjusters, prosecutors, city officials, and citizens via phone, email, and in person.
• Receive, process, and maintain files, requests, and transactions for plan reviews.
• Schedule public education tours and events throughout the city and at the stations to include the Fall Assembly Program.
• Coordinates the scheduling of inspections with the building department and fire department inspectors.
• Assist the Fire Marshal and inspectors with day-to-day functions and assignments as required in relation to fire prevention and the fire department.
• Organizes and maintains Fire Department records through current electronic formats: IROL, CFIRS, Business Objects, Mobileye's, BS&A, or similar.
• Ensures monthly NFIRS data is uploaded to a National Fire Incident Reporting management system with oversight of the Fire Marshal.
• Processes conference approval forms for all fire prevention related trainings and conferences.
• Oversees Knox Box Ordering and Knox box key distribution and accounting.
• Maintains a fire log of all fire investigation files and pertinent data related to such including insurance withholding.
• Processes FOIA requests and records requests as determined bythe Fire Marshal
• Processes and maintains files for requests from Clerks office (business license, special event etc.) as determined by the Fire Marshal.
• Maintains records and Processes subpoenas received by Fire Department personnel.
• Can communicate common Fire prevention messages to the public as determined by the Fire Marshal.
• Performs essential administrative job functions in the absence of administrative staff.
• On occasion, may be required to work outside of set schedule as determined by the Fire Marshal.

Minimum Qualifications

EDUCATION & EXPERIENCE:

High School graduate or equivalent. Associates Degree preferred.

Minimum of 1 year as an Executive Secretary or equivalent. Previous professional assistant and/or executive assistant experience preferred. 

Computer Skills

Proficient with Microsoft Outlook, Excel, Power Point, and Microsoft Word.

Other Qualifications

PHYSICAL DEMANDS:

While performing the duties of the job the employee is required to stand, kneel and sit for long periods of time; walk, talk, read, use hands and/or fingers, operate a computer and to reach with hands and arms. The employee climbs a step ladder to reach file drawers, opens and closes heavy filing drawers and lifts and moves heavy files.