Administrative Assistant I – Fire Prevention Position Available In Brevard, Florida

Administrative Assistant I – Fire Prevention City of Melbourne – 3.9 Melbourne, FL Job Details Full-time $19.59 – $31.38 an hour 2 days ago Qualifications Customer service English Computer skills Typing 2 years Entry level Full Job Description JOB The incumbent performs specialized administrative duties for the Fire Prevention Office and provides additional support to Fire Administration as needed. Incumbents are responsible for a wide array of fire prevention and education administrative activities. These duties include, but are not limited to, processing fire inspection reports and invoices, scheduling public education requests, managing food truck registrations and processing special activity applications and invoices. The incumbent also handles public records request in coordination with the City Clerk’s Office. The incumbent communicates with City departments and the public, works with a high degree of independence, and operates within established policies and procedures. Assignments are primarily communicated orally. Performance is reviewed through observations, goal setting, staff meetings and evaluation of results.

EXAMPLE OF DUTIES

Monitors all incoming fire permit documents for completeness, accuracy, response dates and follows up accordingly.

General filing – both numerical and alphabetical – including maintenance of records retention files for the division.

Communicates with other City Departments and Officials to obtain permit information and approvals.

Ensures the accurate recording of work hours for fire prevention personnel within Telestaff. Tracks false alarms, processes inspection invoices and prepares billing requests.

Sends payment reminders to occupancies with outstanding invoices.

Serves as an authorized signature of bills, requisitions, check requests and other documents requiring the Deputy Fire Officials signature..Assists fire administration in developing department monthly activities calendars.

Receives and dispenses information by telephone, email, and direct contact with the public.

Provides clerical support to fire department staff as needed.

Demonstrates excellent customer service skills when greeting visitors to the office and answering phone calls.

Updates Fire Prevention documents as necessary.

Handles incoming calls and provides information as needed.

Handles public records requests as needed.

Prepares departmental correspondence, including Fire Prevention Code violation letters as directed.

Makes travel arrangements and processes required travel forms.

May conduct research and provide correspondence to rental properties that require periodic fire inspections.

May take minutes and transcribes recordings of departmental meetings.

Provides solutions by utilizing problem solving skills and other methods to assist with the public and staff.

Performs other duties as assigned

SUPPLEMENTAL INFORMATION

Ability to understand and reflect the Fire Preventions goals and values.

Ability to learn and practice the procedures, duties, and responsibilities of the area of operation to which assigned.

Knowledge of current office practices, methods, and procedures.

Knowledge of business English, spelling, and arithmetic.

Ability to learn MUNIS Financial, Telestaff, Mobile Eyes, Papervision, Target Solutions, Energov software system and other department utilized software programs.

Ability to provide regular, reliable, full-time attendance as scheduled.

Ability to maintain records and to prepare reports from such recordsAbility to display a high-performance work culture that encourages and embraces new ideas, develops individuals and welcomes and encourages diverse perspectives.

Ability to articulate strategic and innovative thinking that provides clarity to deliver superior servicesAbility to approach the job with enthusiasm and curiosity to promote a solutions-oriented work culture.

Ability to perform clerical work of routine difficulty.

Ability to establish and maintain effective working relationships with fellow City employees and the general public.

Ability to operate a variety of modern office equipment.

Ability to learn complex tasks and remember how to complete tasks without assistance once trained.

Ability to operate a personal computer for data-entry and word processing.

Ability to type with speed and accuracy.

Ability to understand and communicate the policies, procedures, and services of the department, division, or program.

Ability to deal with and work effectively with the stress that relates to angry or irate customers on occasions.

Ability to maintain punctuality with reliable transportation to and from work.

Ability to work independently without immediate supervision.

Ability to effectively multi-task in a fast-paced environment.

PHYSICAL REQUIREMENTS

Ability to hear, speak and understand conversation in English in a normal tone of voice. Use of senses, which include sight, smell, hearing and touch.

Ability to see and read letters, numbers, words, characters or symbols, both large and small as well as identify colors.

PHYSICAL DEMANDS

The work is sedentary work and requires exerting up to 10 pounds of force occasionally and negligible amount of force constantly to move objects. Additionally, the following physical abilities are required: manual dexterity, hearing, kneeling, mental acuity, reaching, speaking, standing, stooping, talking, and walking.