EMERGENCY DECLARATION STATUS:
Non-essential employees will not be required to work during a declared emergency but may be required to work during an undeclared emergency or in the aftermath of an event associated with a declared emergency. On an incident basis; the employee’s Department Head will make the determination when the employee will be required to work and if they are re-assigned based on the needs of the City.
GENERAL STATEMENT OF JOB:
Under general supervision, performs a variety of administrative duties in the Fire Department. Work involves using computerized data entry equipment and maintaining a manual and computerized filing system; proofreading/cross referencing codes and text used for Dispatch Records and electronic Incident Reporting related to 911 Fire and EMS calls for service. Employee is responsible for releasing confidential and/or public record information as well as protecting the privacy of information not available through Public Records requests as related to Fire and EMS Incident reporting in accordance with Florida Statutes, established City Policies and office procedures. Responsible for establishing, updating and maintaining files, compiling statistics for reports and verifying records. Acts as Fire Headquarters Receptionist. Responsible for providing superior customer service while assisting the public, greeting visitors, providing information, answering phones and routing communications. Responsible for other administrative duties as assigned. Duties assigned in the position may include special projects that are a logical assignment to the position. Reports to the Records Supervisor.
SPECIFIC DUTIES & RESPONSIBLITIES:
ESSENTIAL JOB FUNCTIONS:
Receives and reviews accuracy and completeness of Fire Incident Reports, Emergency Service Run Reports, EMS Patient Care Reports, Release of Liability Forms, and Computer Aided Dispatch Information. Utilizes computer equipment to proofread/cross reference Incident information and data.
Performs special data entry/data review projects as assigned by supervisor.
Affiliate and maintains appropriate records/file with the Fire Department Records Data systems, utilizing cross reference procedures to ensure records/files are accessible for quick short and long term retrieval, maintenance and disposition. Work closely with the Fire Department Management team to facilitate the accountability for reports and report data, request for report corrections, report updates; copies, classify and maintains document data on reports both in the computer and hard copy format files.
Receives request for, researches record data and distributes report data as required by law, when Attorneys, Insurance Agents, and the general public request information regarding fire incidents. Receive and process subpoenas, performs document research to provide information for response, prepare response, and obtains supervisor approval to distribute data; collects monies received for copies of documents provided. Log request for information and file the request documentation with the applicable record.
Develops a variety of periodic statistical data reports from computer records and summarizes report information, such as the monthly Structure fire report provided to the County Appraisers office and Incident Reporting to the State Fire Marshal’s Office.
Utilizes the computer to compose and prepare correspondence, reports, and forms in response to specific request for information, task completion and general office operations.
Responds to public inquiries made in person; receives and answers telephone inquiries, refers telephone calls to appropriate person or agency, records and routes messages for department personnel.
Prepares internal purchase request and order forms to insure supplies and equipment are on hand for the work unit as well as forms necessary for day to day operation within the Fire Department. Submits necessary request for supervisor and management approval.
Coordinate with fellow employees and assist in arranging fire station tours, sorting and delivering mail and gives city and county map directions to the general public.
Responsible for receiving and compiling all reports to be sent to the county and state agencies on a monthly basis.
ADDITIONAL JOB FUNCTIONS
Attends approved training, career courses and seminars.
Performs other related work as needed.
This job description is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills or working conditions associated with the position. While it is intended to accurately reflect the position activities and requirements, Management reserves the right to modify, add or remove duties and assign other duties as necessary that are a logical assignment to the position.
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