Government Jobs
Fire Department Administrative Assistant
Performs highly responsible administrative and technical work supporting the overall operations of the Fire Department. This position serves as a key resource for facilitating communication, ensuring compliance, and coordinating administrative functions for the Fire Chief and command staff. Work is performed independently with guidance as needed and under general supervision. Essential Functions: Obtains vendor quotes in accordance with purchasing policies and procedures, enters requisitions, maintains purchase orders, tracks budget allocations and invoices for payment, and secures department approvals. Participates in the development and administration of department budget. Compiles and analyzes various fiscal statistical data and transactional information and updates and monitors monthly reconciliations and budget requests ensuring budget expenditures are executed accurately. Presents recommendations to management, as necessary. Manages financial and operational data collection and organization for PEMT & MCO programs to assist the City in the collection of transport funds for Medicare and Medicaid patients and assists patients and vendor with medical billing. Assists in grant writing and reporting as needed. Maintains departmental records, including training, certifications, maintenance logs, incident reports, and personnel files. Supports emergency preparedness planning and documentation, including mutual aid agreements and response protocols. Coordinates the Fire Department's facility maintenance to include fire hood suppression and fire extinguishers inspection; processes service requests; prepares work orders and a variety of operational reports. Oversees the release of all public information requests for the Fire Department. Coordinates with legal counsel on the release of information. Developments estimates of cost for the collection. Assists in management of the Fire Department vehicle fleet program including: vehicle title, registration, coordination with after-market equipment vendors for lighting, radios, and graphics as well as vehicle maintenance and maintenance records. Researches and purchases fire equipment and uniforms necessary for the operation of the department. Maintains the inventory and manages the logs associated with all equipment and uniforms in storage and issued to department personnel. Attends and participates in professional group meetings; maintains awareness of new trends and developments in the field of fire service and incorporates new developments as appropriate. Prepares, edits, and distributes various documents, including memos, reports, meeting minutes, and presentations. Receives, sorts, and distributes mail, processes outgoing mail for the department. Assists with organizing departmental events, workshops, and training sessions. Prepares PR for educational events, and manages the collections of payments and ordering PR material. Assists with department compliance with State for ALS licensing, DEA licensing and EMT/Paramedic licensing. Receives calls and callers for the department and ascertains nature of business, directs to appropriate authority for disposition; Answers questions and responds to inquiries or complaints on department operations, policies and procedures. Acts as a liaison between department/division employees and other city departments. Maintains calendar, updates the department webpage, schedules appointments and schedules interviews. Follows safe working practices and has a working knowledge of safety practices and procedures in accordance with the City's Safety and Health Program. All employees serve an essential role in the City's disaster preparation and/or disaster recovery efforts, as may be designated by the City's Emergency Manager. Additional Duties: Performs related tasks or other duties as required or assigned. Minimum Qualifications: Associates Degree from an accredited college with course work in public administration or closely related field, and two (2) years' experience in a public safety office administration role or closely related work experience. Or High School Diploma and four (4) years' experience in in a public safety office administration role or closely related work experience. Notary Public designation preferred. Must maintain a Florida driver's license with an acceptable driving record. Must have or be able to complete ICS 100 and 700 courses within six (6) months of hire. Supplemental Information: Special Requirements: Thorough knowledge of standard office practices, procedures, equipment and office assistance techniques. Thorough knowledge of business English, spelling and arithmetic. Thorough knowledge of the organization and functions of the department and of general administrative policies and practices. Ability to keep office records and to prepare accurate reports from file sources; ability to perform and organize work independently. Ability to type and transcribe dictation; ability to prepare effective correspondence on routine matters and to perform routine office management details without referral to supervisor. Ability to establish and maintain effective working relationships with associates and the general public and to deal with public relations problems courteously and tactfully. Technical Requirements: Skill in the operation of standard office and data entry equipment. Working Conditions: This is sedentary work requiring the exertion of up to 10 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects. Work requires reaching, fingering, grasping, and repetitive motions. Vocal communication is required for expressing or exchanging ideas by means of the spoken word, and conveying detailed or important instructions to others accurately, loudly, or quickly. Hearing is required to perceive information at normal spoken word levels, and to receive detailed information through oral communications and/or to make fine distinctions in sound. Visual acuity is required for preparing and analyzing written or computer data, visual inspection involving small defects and/or small parts, operation of machines, determining the accuracy and thoroughness of work, and observing general surroundings and activities. The worker is not subject to adverse environmental conditions.
Performs highly responsible administrative and technical work supporting the overall operations of the Fire Department. This position serves as a key resource for facilitating communication, ensuring compliance, and coordinating administrative functions for the Fire Chief and command staff. Work is performed independently with guidance as needed and under general supervision. Essential Functions: Obtains vendor quotes in accordance with purchasing policies and procedures, enters requisitions, maintains purchase orders, tracks budget allocations and invoices for payment, and secures department approvals. Participates in the development and administration of department budget. Compiles and analyzes various fiscal statistical data and transactional information and updates and monitors monthly reconciliations and budget requests ensuring budget expenditures are executed accurately. Presents recommendations to management, as necessary. Manages financial and operational data collection and organization for PEMT & MCO programs to assist the City in the collection of transport funds for Medicare and Medicaid patients and assists patients and vendor with medical billing. Assists in grant writing and reporting as needed. Maintains departmental records, including training, certifications, maintenance logs, incident reports, and personnel files. Supports emergency preparedness planning and documentation, including mutual aid agreements and response protocols. Coordinates the Fire Department's facility maintenance to include fire hood suppression and fire extinguishers inspection; processes service requests; prepares work orders and a variety of operational reports. Oversees the release of all public information requests for the Fire Department. Coordinates with legal counsel on the release of information. Developments estimates of cost for the collection. Assists in management of the Fire Department vehicle fleet program including: vehicle title, registration, coordination with after-market equipment vendors for lighting, radios, and graphics as well as vehicle maintenance and maintenance records. Researches and purchases fire equipment and uniforms necessary for the operation of the department. Maintains the inventory and manages the logs associated with all equipment and uniforms in storage and issued to department personnel. Attends and participates in professional group meetings; maintains awareness of new trends and developments in the field of fire service and incorporates new developments as appropriate. Prepares, edits, and distributes various documents, including memos, reports, meeting minutes, and presentations. Receives, sorts, and distributes mail, processes outgoing mail for the department. Assists with organizing departmental events, workshops, and training sessions. Prepares PR for educational events, and manages the collections of payments and ordering PR material. Assists with department compliance with State for ALS licensing, DEA licensing and EMT/Paramedic licensing. Receives calls and callers for the department and ascertains nature of business, directs to appropriate authority for disposition; Answers questions and responds to inquiries or complaints on department operations, policies and procedures. Acts as a liaison between department/division employees and other city departments. Maintains calendar, updates the department webpage, schedules appointments and schedules interviews. Follows safe working practices and has a working knowledge of safety practices and procedures in accordance with the City's Safety and Health Program. All employees serve an essential role in the City's disaster preparation and/or disaster recovery efforts, as may be designated by the City's Emergency Manager. Additional Duties: Performs related tasks or other duties as required or assigned. Minimum Qualifications: Associates Degree from an accredited college with course work in public administration or closely related field, and two (2) years' experience in a public safety office administration role or closely related work experience. Or High School Diploma and four (4) years' experience in in a public safety office administration role or closely related work experience. Notary Public designation preferred. Must maintain a Florida driver's license with an acceptable driving record. Must have or be able to complete ICS 100 and 700 courses within six (6) months of hire. Supplemental Information: Special Requirements: Thorough knowledge of standard office practices, procedures, equipment and office assistance techniques. Thorough knowledge of business English, spelling and arithmetic. Thorough knowledge of the organization and functions of the department and of general administrative policies and practices. Ability to keep office records and to prepare accurate reports from file sources; ability to perform and organize work independently. Ability to type and transcribe dictation; ability to prepare effective correspondence on routine matters and to perform routine office management details without referral to supervisor. Ability to establish and maintain effective working relationships with associates and the general public and to deal with public relations problems courteously and tactfully. Technical Requirements: Skill in the operation of standard office and data entry equipment. Working Conditions: This is sedentary work requiring the exertion of up to 10 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects. Work requires reaching, fingering, grasping, and repetitive motions. Vocal communication is required for expressing or exchanging ideas by means of the spoken word, and conveying detailed or important instructions to others accurately, loudly, or quickly. Hearing is required to perceive information at normal spoken word levels, and to receive detailed information through oral communications and/or to make fine distinctions in sound. Visual acuity is required for preparing and analyzing written or computer data, visual inspection involving small defects and/or small parts, operation of machines, determining the accuracy and thoroughness of work, and observing general surroundings and activities. The worker is not subject to adverse environmental conditions.