Administrative Coordinator - Fire

Administrative Coordinator - Fire

Department: Fire Reports to: Fire Chief

Summary: Under basic supervision, performs a wide variety of administrative, customer service, and technical support functions of a highly responsible nature in relieving a Director of technical, organizational, and administrative duties; performs special assignments and resolves operational issues, using knowledge of the operations and policies of City and Odessa Fire Rescue (OFR)

Essential Functions: Essential duties and responsibilities may include, but are not limited to, the following:

• Independently plans and coordinates executive support functions and services; provides administrative management of sensitive and confidential issues; exercises initiative and considerable independent judgement in performing administrative functions.
• Manages aspects and researches related information for special projects and programmatic assignments, requiring knowledge of operations, policies, and procedures of the City and the OFR.
• Assures that Fire Chief's action items are properly processed, managed, and resolved; prepares information necessary for administrative decisions and implementation of policies and decisions.
• Maintains calendars, and resolves complex meeting and travel schedules for the Fire Chief. Coordinates meeting rooms and resources; coordinates meeting agendas, minutes, action item lists and presentation materials.
• Completes departmental requirements by scheduling and assigning duties to administrative staff, following up on work results.
• Processes a variety of administrative forms, maintains and updates City records and information tracking systems; prepares correspondence, reports, accounting records, and administrative documents.
• Assists with managing personnel and payroll files; researches files and computer databases; assures all administrative actions are in compliance with City policy, procedures, and guidelines.
• Acts as department representative in records management program. Maintains department record information, retention schedule, and destruction log.
• Works with administrative staff to coordinate the EMS Lifeline program including planning of advertising campaign, enrollment and records management.
• Provides informed and confidential technical assistance to customers and others having business with the City; assists customers with requests, applications, and other documents; retrieves and releases information according to City procedures; explains City rules, policies, and procedures.
• Assists the Fire Chief with financial objectives by preparing the annual budget.
• Maintains professional and technical knowledge that will aids productivity and efficiency within the department.
• Supports the departmental operations with regular and timely attendance.
• Supports the relationship between the City of Odessa and the general public by demonstrating courteous and cooperative behavior when interacting with visitors, all Odessa Fire Rescue personnel, and City staff; maintains confidentiality of work-related issues and City information; performs other duties as required or assigned.

Essential functions, as defined under the Americans with Disabilities Act, may include any of the representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer.

Minimum Qualifications:

Education, Training and Experience Guidelines: High School Diploma/GED required. Associate's degree preferred. 1 year of experience as an Administrative Assistant or Senior Administrative Assistant.

Knowledge of:

• Policies, rules, and regulations covering specific areas of assignment.
• City administration policies, including accounting, budgeting, payroll, purchasing, and personnel rules.
• Operations, services, and activities performed by assigned department.
• Methods, procedures, and standards for public sector accounting, record keeping, file maintenance, and records management.
• Methods and techniques of researching and compiling data for reports and presentations.
• Customer service principles, protocols, and methods.
• Business computers and standard MS Office software applications.

Skill in:

• Understanding, and applying relevant rules, ordinances, codes, regulations, administrative orders, and other governing regulations.
• Interpreting and explaining policies and procedures of assigned department.
• Using initiative and independent judgment within established procedural guidelines.
• Researching and compiling data for reports and technical documents.
• Dealing tactfully and courteously with the public.
• Following verbal and written instructions and procedures.
• Entering data with high levels of accuracy and productivity.
• Establishing and maintaining cooperative working relationships with co-workers.
• Communicating effectively verbally and in writing.

License and certification requirements: A valid Texas State Driver's License is required. Specific technical training and certification may be required for some incumbents. Must have or obtain a Notary Public within one year of employment.

Physical demands and working environment: Work is performed in a standard office environment.