ADMINISTRATIVE ASSISTANT

This is a full-time position and receives all benefits afforded to regular employees. This position requires working 40 hours per week.

Summary: This position provides administrative support for Fire Department operations.  

Essential Job Functions: The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned. This classification is part of the broadband compensation plan. Duties listed may not be performed by all incumbents, and levels may be assigned based on the skills and proficiency each incumbent demonstrates.

•  Processes payroll documentation: reviews, verifies, and approves time cards; researches and resolves discrepancies.

• Processes invoices for payment; matches invoices with purchase orders; assigns proper codes; researches and resolves discrepancies, and forwards them for payment.

• Prepares and processes personnel action forms for department personnel.

• Prepares and processes termination documents, including separation notices.

• Prepares job postings for open positions.

• Processes purchase card statements and submits receipts.

• Prepares and processes travel expense vouchers.

• Screens telephone calls and processes mail and email; initiates appropriate response; keeps management informed of significant matters, messages, or documentation.

• Composes, types, edits, or proofreads correspondence.

• Answers telephone and greet visitors; directs to appropriate personnel; records and relays messages; initiates and returns calls; provides information and assistance; distributes forms and documents to visitors; assists the public in completing forms.

• Receives monies in payment for department fees or services; records transactions and issues receipts; balances revenues; prepares and processes bank deposits; and enters deposits into the online banking system.

• Maintains department petty cash.

• Receives and processes a variety of forms, reports, invoices, correspondence, etc.; reviews, completes, processes, forwards, or retains as appropriate.

• Initiates requests for office and janitorial supplies.

• Prepares and completes budget transfer requests.

• Maintains department files and records.

• Corresponds with ambulance billing and collection agencies to provide information and resolve issues.

• Processes Medicare and Medicaid audits.

• Performs related duties. 

Minimum Education, Training, and Experience:

Knowledge and level of competency are commonly associated with basic skills in administrative support operations. A high school diploma or GED is required.

Required Certificates/Licenses: Must possess and maintain a valid Driver’s License.

Benefits:

• Bi-weekly payroll
• 12 hours of PTO per month
• 12 paid Holidays
• Employee Assistance Program
• No-Cost Employee Health Clinic
• Health Care Plan, Life Insurance, and Long-term Disability
• Deferred Compensation, Voluntary Benefits
• Retirement - Defined Contribution Plan