Administrative Assistant Job at City of Bloomington, IN in Bloomington

Overview

Performs a wide variety of accounting and clerical work in support of the department; including employee payroll, invoice processing, scheduling, public information request processing, employee record management, and database information maintenance. Collaborates with the Station Captains and Logistics Officer in the use of the City’s fiscal management software, fiscal internal control processes, and the Fire Department’s RMS. This is a non-benefits eligible, part-time position.

Duties

Primary

• Prepares, types, and proofreads a variety of documents including general correspondence, memorandums, agendas and reports. Prepares the Board of Public Safety report, requiring data analysis, spreadsheet manipulation, and document integration.
• Answers telephone and greet visitors, determines nature of call, responds to inquiries and/or route caller to appropriate person. May assist with the preparation of (BPS report).
• Serves as the primary contact for department to include record requests, prevention referrals, and citizen complaints.
• Documents citizen complaints using computer application and assists, when appropriate, with effectuating prompt responses and workable solutions from fire administration.
• Maintains a calendar of activities, meetings and various events for the Fire Chief and Chief Officer Staff.
• Maintains department employee service records, recording attendance, vacation, sick days and bereavement. Maintain all personnel files to include updating certification matrix and RMS database files.
• Perform a wide variety of general secretarial work including the maintenance of accurate and detailed files and records; verify accuracy of information, research discrepancies and record information. Coordinates with other departments to ensure reports, records, or other necessary documents are provided.
• Maintain office accounts and balances for all line items of all accounts, including preparing and processing all requisitions and claims. Collaborates with the station captains and logistics officer regarding their preparation and processing of claims, maintains / updates purchasing lists, and trains other employees on the procurement process. Prepares and submits invoices for department services provided.
• Audits and approves bi-weekly payroll and forward to Fire Chief or Deputy Fire Chief for final approval before sending to the Controller's Office.

Secondary

• Maintains inventory of office supplies as needed.
• Provides custodial services for the administrative offices.
• Attends departmental meetings to take minutes and publish those minutes to the department after approval.
• Acts as the secondary departmental representative responsible for the Fire Merit Commission; includes writing/posting notices, agendas, taking/distributing minutes, and possibly virtual meeting recordings/host.
• Operates a variety of office equipment including copiers, facsimile machines and computers; input and retrieve data and text.
• Receives, sorts and distributes incoming and outgoing correspondence.
• Perform other duties as assigned.

Job Requirements

• Minimum High school diploma, GED, or equivalent skills, knowledge and experience to perform the duties of the job
• Experience in a similar job position for at least one year preferred.
• Knowledge of English grammar, spelling, and punctuation, and ability to type with speed and accuracy.
• Highly proficient in computer software and maneuvering within Google Suite, Spreadsheets, and databases.
• Knowledge of basic bookkeeping procedures and techniques and ability to perform arithmetic calculations and maintain accurate records.
• Knowledge of standard filing systems and ability to create and maintain accurate records and files.

Difficulty of Work and Personal Work Relationship

Incumbent performs duties in a modern office environment with no unusual physical demands.

Maintain frequent contact with department superiors and other departmental personnel, and members of the public for the purpose of receiving and giving information and rendering of services.

An Equal Opportunity Employer, La Igualdad De Oportunidades De Empleo Es La Ley. The City of Bloomington does not discriminate on the basis of race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

The City of Bloomington validates authorization to work using E-Verify, which provides the Social Security Administration and the Department of Homeland Security with information from each new employee’s I-9 form to confirm work authorization.