Executive Assistant to the Fire Chief

PRIMARY PURPOSE

Highly skilled administrative and secretarial duties in assisting the Fire Chief with the daily operations and administration of the department; responsible clerical, bookkeeping and financial record keeping work processing the payment of bills pertaining to the Fire Department; performs other related work as required.

ESSENTIAL DUTIES AND RESPONSIBILITIES

(The essential functions or duties listed below are illustrations of the type of work that is performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.)

• Acts as confidential Administrative Assistant to the Fire Chief; performs general administrative, secretarial and office duties. Provides preparation and typing of outgoing and internal correspondence regarding confidential matters.
• Responsible for preparing and maintaining all confidential files of the office of the Chief, including disciplinary records, internal investigations, and other confidential materials.
• Distributes incoming mail and handles sensitive and confidential correspondence.
• Answers and screens telephone calls; makes referrals and provides assistance and information. Schedules all appointments for the Chief.
• Administers the fire department's accounts payable process; examines purchase orders for accuracy; enters information into database; forwards/files copies; matches invoices to purchase orders; processes for payment. Checks all claims for accuracy; verifies account codes; resolves disputes within area of authority and responsibility.
• Monitors purchases and expenditures in accordance with budgetary guidelines. Prepares periodic financial, statistical or operational reports as assigned.
• Prepares the necessary forms and reports for accounts payable processing; reviews documents for accuracy; detects errors and makes changes as necessary. Prepares periodic financial, statistical or operational reports as assigned.
• Performs general administrative duties for the department, divisions and the Chief. May provide secretarial support to the Finance Officer.
• Prepares annual benefits payments for department personnel.
• Prepares orders for department operational needs.
• Responds to routine complaints and requests for services; refers other issues to the Fire Chief and ensures that the Chief has all necessary information.
• Maintains records of injuries, apparatus accidents and medical bills.
• Provides back-up clerical support to other Public Safety clerical staff as needed.
• Performs similar or related work as required.

SUPERVISION

Works under the general direction of the Fire Chief in accordance with established policies and procedures; coordinates accounts payable functions under the supervision of the Finance Officer. Works independently to complete assignments according to prescribed time schedules; unusual situations are referred to supervisors.

WORK ENVIRONMENT

Performs work in office conditions; the nature and volume of work are usually stable. The employee operates standard office equipment. The employee has frequent contact with the public, town departments, and vendors. The employee is required to use discretion regarding departmental confidential information, including personnel files, legal proceedings and criminal records. Errors are easily detected and corrected.

RECOMMENDED MINIMUM QUALIFICATIONS

EDUCATION AND EXPERIENCE

High school diploma; business training; five years of office or business experience; municipal experience preferred; or an equivalent combination of education and experience.

KNOWLEDGE, ABILITY AND SKILL

Knowledge of office practices and procedures; familiarity with fire department operations and procedures; familiarity with basic accounting principles and MUNIS billing systems.

Ability to work independently, organize time and complete tasks to meet deadlines; ability to communicate effectively with the public verbally and in writing; ability to maintain confidential information. Interpersonal skills; computer skills, including word processing and spreadsheets; typing and office skills; organizational skills; mathematical skills; written and oral communication skills.

PHYSICAL REQUIREMENTS

(The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

Tasks require the ability to exert light physical effort in sedentary to light work, which may involve some lifting, carrying, pushing and/or pulling of objects of materials of light weight (up to 10 pounds). Tasks involve extended periods of time at a keyboard or workstation. Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions. Some tasks require the ability to communicate orally. Vision requirements include the ability to read documents and use a computer.

(This job description does not constitute an employment agreement between the employer and employee, and is subject to change by the employer, as the needs of the employer and requirements of the job change.)