Fire Administrative Coordinator

JOB SUMMARY

Responsible for providing varied and detailed administrative and analytical support to the Chief of Fire Rescue. Provides confidential and professional support assistance to the management team in leadership, visioning, and financial matters. Serves as the liaison for the fire department in various City functions and may be required to work occasionally after-hours, weekends, and holidays or during declared emergencies. Reports directly to the Fire Chief and the Assistant Fire Chief in the absence of the Fire Chief.

ESSENTIAL JOB FUNCTION

Prepares correspondence for signature according to established policies and procedures. Participates in preparing budgets and maintaining budget accounts; plans and maintains an adequate supply of office materials. Maintains appointment schedules; screens and refers callers; provides detailed responses to information requests about programs and activities; makes travel arrangements. Prepares agendas, reports, tables, and other complex documents for distribution and/or presentation. Establishes and maintains official documents and records in appropriate files. Manages Department personnel functions including b ut not limited to processing payroll; tracking time worked/leave taken; preparing job position requests and employee transmittals; maintaining employee records, etc. Maintains various records on office activities pertaining to personnel, purchasing, travel expenses, contracts, billings, insurance, etc. Inputs payroll and maintains all records and reporting requirements for the department pertaining to payroll and personnel functions. Prepares purchase requisitions, managing purchase orders, credit card transactions, and processing invoices for payment. Prepares and maintains the department/project budgets. Coordinates year-end closing procedures and processes reimbursements. Assists in the preparation of the Emergency Disaster Preparedness and Response Plan. Maintains department union contracts, operating guidelines, and policies. Manages the preparation and tracking of files for all projects, grants and/or related projects. Receives visitors or calls regarding complaints, which may be resolved or referred to the proper person for resolution. Performs a variety of routine clerical duties as required including but not limited to copying and filing documents, retrieving archived documents, sending and receiving faxes, entering computer data, processing daily mail, ordering office supplies, etc. Interacts and communicates with various groups and individuals such as the immediate supervisor, subordinates, co—workers, news media, consultants, various other Government agencies, vendors, and the general public. May operate a vehicle and a variety of equipment including a computer, fax machine, copier, recording equipment, telephone, calculator, etc. Maintains FDICE system reporting of new firefighters and departing fire department personnel. Coordinates, prepares and closes-out all reports for EMS grants. Serves as Fire Department historian. Assigns property addresses within city limits. Responsible for the approval of Knox Box applications. Maintains and updates department inventory system for accurate accounting of office supplies, uniforms, and promotional items. Prepares fire reports, EMS reports, and billing following HIPAA privacy and confidentiality requirements; serves as point of contact with medical billing company. Maintains social media platform and presence. Assists, schedules, or coordinates special events, projects, community programs, and public relations events. Essential Employees may be required to work during a declared or undeclared emergency. Performs other related job duties as assigned.

Knowledge, Skills and Abilities:

Requires ability to review, classify, categorize, prioritize, and/or analyze data. Knowledge of the overall function, responsibilities, and services rendered by the Fire Department as well as the City. Exercises discretion and confidentiality of information and resources. Must possess strong analytical, critical, and creative thinking skills. Must possess strong project management and organizational skills. Knowledge of modern principles of business administration and management, and their application to governmental affairs. Ability to communicate effectively, both orally and in writing. Must have excellent interpersonal skills and strong customer service orientation. Ability to promote positive public relations with City staff, citizens, and visitors. Ability to learn emergency management functions and the National Incident Management System. Thorough knowledge of computers and relevant software; proficiency in Microsoft Office Suite. Skill in accounting and administrative practices. Knowledge of records management, storage, and retention. Ability to exercise judgment and discretion in applying and interpreting policies and procedures.

Education and Experience:

An Associate's degree from an accredited college or university in Public or Business Administration, Management, Accounting or a related field supplemented by three (3) years of responsible local government administrative, accounting, or managerial experience is required.

Special Qualifications:

For positions requiring the operation of City vehicles, must possess a valid current Florida driver's license, or be able to acquire one within 45 days of hire.

PHYSICAL DEMANDS

The work is generally sedentary to light and may require exerting up to 20 pounds of force occasionally to lift, carry, push, and pull or otherwise move objects. Additionally, the following physical abilities are required:

Crouching:

Ability to bend the body downward and forward by bending leg and spine.

Dexterity:

Primarily with fingers, as in picking, pinching, or typing.

Grasping:

Applying pressure with the whole hand.

Mental Acuity:

Ability to make rational decision.

Reaching:

Ability to extend hand(s) and arm(s) in any direction.

Repetitive Motion:

Substantial movements (motions) of the wrist, hands, and/or fingers. Speaking /

Talking:

Ability to communicate clearly, accurately and concisely through speech.

Visual Acuity:

Ability to perform activities such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading, operating motor vehicles; including color, depth perception, and field vision.

Walking:

Ability to move about on foot to accomplish tasks or moving from one work site to another.

Hearing:

Ability to hear and understand at normal speaking levels with or without correction.

WORK ENVIRONMENT

Work is performed in a dynamic environment that requires the ability to be sensitive to change and responsive to changing goals, priorities, and needs.