Under general supervision of the Fire Chief, performs a variety of administrative tasks such as record-keeping, public contact, report building, maintaining databases, and office management duties requiring independent initiative and program knowledge. Involves public contact requiring tact and discretion in handling public information matters in the assigned program areas.
Duties and Tasks
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Assist citizens, customers, and others who make inquiries, via telephone or in person.
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Clerical duties include but are not limited to filing, creating files, data entry, and accurate record keeping for the Fire Department.
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Screens calls and inquires; secures and gives information; handles public requests for services.
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Receives and greets the public and employees; gives information concerning visitors’ needs; handles most requests independently.
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Researches and prepares a variety of fire department-specific records and reports with the information given.
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Assists in preparation of annual budgets (Town and Wake County) and departmental retreat documents and other special projects.
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Prepares bi-weekly payroll including leave balance tracking for employees on 40-hour/week and 212-hour/28-day schedules. Monitors hours for Fair Labor Standards Act (FLSA) compliance. Ensures employees are available for drug and alcohol testing when scheduled.
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Provides assistance and support to department supervisors with record keeping and reports.
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Creates and maintains public information for Department website and other departmental programs.
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Creates and maintains employee records, such as personnel transaction forms, certification tracking, fire/rescue pension fund, medical affiliation/credentials, and NCSFA rosters.
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Assists with departmental statistical reporting, such as training documentation and monthly/quarterly/annual reporting.
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Orders supplies (office, medical, etc.) and maintains adequate stock for ongoing operations.
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Assists with departmental programs such as community risk reduction and fire code enforcement.
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Performs other duties as required.
(This listing is intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.)
- Associate degree in business or a related field or the equivalent combination of training and experience.
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Supplemental continuing education courses and/or seminars from the Institute of Government related to local government activities.
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Valid North Carolina Driver’s License.
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Notary Public or ability to obtain within the first 6 months.
Knowledge, Skills, and Abilities
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Considerable working knowledge of town government and the fire department.
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Ability to establish and maintain appropriate records, office operation.
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Ability to maintain confidentiality of records as required.
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Good working relationships with other employees and the general public.
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Efficient use of Microsoft Suite and desktop publishing.
Physical Requirements-
Must be able to perform the basic life operational skills of climbing, stooping, kneeling, crouching, reaching, standing, walking, fingering, grasping, talking, hearing and repetitive motions.
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Must be able to perform medium work, exerting up to 30 pounds of force occasionally, and/or up to 20 pounds of force frequently and/or up to 10 pounds of force constantly to lift objects.
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Must possess the visual acuity to prepare and analyze written or computer data, depth and color perception, use of measuring devices, operation of motor vehicles or equipment, determining the accuracy and thoroughness of work, observing general surroundings and activities.
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Must possess the auditory ability to perceive information at normal spoken word levels.
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Vocal communication is required for expressing or exchanging ideas by the means of the spoken word.
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Subject to inside and outside environmental conditions, hazards, and atmospheric conditions.