Person(s) in this position will encounter sensitive information in the performance of their duties and is expected to maintain that information confidentially.
Special Duties & Responsibilities:
ESSENTIAL JOB FUNCTIONS
Provides administrative support and assistance to the Division Chief of Training.
Performs duties related to the daily operations of the department’s administrative functions. Works in an administrative team environment to assist in the performance and completion of all administrative general office tasks as needed and/or directed.
Under the direction of the Business Manager, in collaboration with the Division Chief of Training, provides administrative and clerical assistance in support of the Training Division including: Preparing, processing, researching, auditing, protecting and/or updating files relevant to the Training Division; maintaining electronic training database records system; abstracting information from records for completion of forms and requests; developing and revising forms, procedures, and systems to accommodate changes related to processing data, maintenance and storage of records; receiving, reviewing, preparing, processing, maintaining, retrieving, and/or distributing information in accordance with established policies and procedures; processing, retrieving, interpreting and/or analyzing data; maintaining a data collection system; generating, compiling and analyzing data reports; serving as the primary contact for release and protection of confidential and sensitive training records in compliance with established policies and guidelines; and evaluating materials for completeness and accuracy and resolving routine problems.
Receives direction from the Division Chief – Training with reference to training support and assistance; assembling training files; and performing data entry. Monitors National Incident Management System (NIMS) training records and performs follow-ups as needed. Maintains the Training web page.
Answers telephones and transcribes messages. Greets visitors, receives inquiries and complaints, and provides information regarding routine policies and procedures, and/or refers inquiries to the appropriate personnel. Makes copies and sends faxes as necessary.
Processes incoming and outgoing mail as needed. Prioritizes daily work and follows up with employees and other agencies as necessary.
Serves as the Department Wizard. Troubleshoots department, individual and station problems, and submits and monitors Track-It work orders with reference to IS problems, including the phone system and any changes. Serves as the secondary Department Webmaster in updating and posting a variety of information (training, fire prevention, emergency preparedness, Fire and EMS Commission, etc.)Prepares correspondence from typed draft or handwritten copy, which requires the use of a variety of formats including: memos, lists, reports, etc., and assumes responsibility for accuracy of grammar, spelling, format, and punctuation.
Uses a variety of programs and software to accomplish departmental tasks including but not limited to: Outlook (email), Word (correspondence/documents), Excel (forms and reports), PowerPoint (presentations), Access (research Training Reporting) CPLIMS (research fire and EMS reports), AS-400 (time), Internet (research), Track-It (IS work orders), Access/Firehouse (Training Records), Firehouse Software, etc.
ADDITIONAL JOB FUNCTIONS
Reviewing timesheets for accuracy, researching discrepancies, entering data in AS-400, preparing timesheet reports, and forwarding information to payroll staff.
Assists in Emergency Operations Center (EOC) efforts (24/7) as required.
Performs special projects and other related work as required.
Minimum Training & Experience:
Graduation from high school/vocational school, including or supplemented by an Associate Degree or course work in secretarial science or business practice, 1 to 2 years of experience in secretarial and administrative work, and 2 to 3 years of experience and/or training in personal computer operations and customer service, or any equivalent combination of training and experience which provides the required knowledge, skills, and abilities.
Experience with word processing and customer service is essential. Experience with Word, Excel, Access, Firehouse, Publisher, PowerPoint, and AS-400 helpful. Ability to work independently and perform and prioritize tasks is a must.
Special Requirements:
Must complete HIPAA and NIMS training as required.
Must hold and maintain CPR certification.
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