An Office or Administrative Assistant performs administrative work in an office. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails, routes mail and maintains calendars and schedules.
Follows the Mission, Values and Department expectations. 2. Assists with efforts to plan, schedule, and coordinate courses, trainings, and testing. 3. Coordinate scheduling of training rooms and prepare necessary equipment for scheduled events. 4. Maintain certification database in multiple records management programs. Monitor and maintain accurate personnel training files, notifying appropriate personnel of expiration dates and sending reminder notices when necessary. Support staff with criteria and needs for re-certification. Coordinate with Human Resources and Training Division on member credentialing and qualifications. 5. Coordinates the logistics of all training activities for DFPD personnel including transportation, reservations, and calculation of per diem, maintaining fiscal responsibility. 6. Maintain systems and software of Training Division platforms with direction from the Training Chief and IT 7. Proctor written tests. 8. Provides administrative support to the Training Division, Administrative Battalion Chief, and on-duty Battalion Chiefs as needed 9. Assist in preparing department special events and functions. 10. Assist in managing data of volunteer activity through all department functions. 11. Answers phones regularly to provide prompt service to our customers. 12. Maintain confidentiality.
KNOWLEDGE AND SKILL REQUIREMENTS
Knowledge of computer software applications that DFPD utilizes. Knowledge of general office equipment. Knowledge of district geography and boundaries. Ability to maintain records and reports. Ability to effectively manage multiple projects and responsibilities simultaneously and in an organized manner. Ability to maintain tact and courtesy in high stress environments. Ability to communicate clearly and concisely, both orally and in writing. Develop and maintain professional working relationships with all department members. Ability to work with outside professionals and create working relationships that are mutually beneficial. High School Diploma or General Equivalency Diploma (GED) 2 years of clerical administrative office experience, or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job listed above. Must be able to obtain Colorado Proctor Certification through Division of Fire Protection and Control within 12 months of start date Ability to obtain Colorado notary public
Exerting up to 20 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time. Complies with the Department's Wellness and Fitness policies. This position is hourly non-exempt that is a 40-hour (normally
M-F 0800-1700
) schedule based upon the needs of the department and the members. This will entail a flexible work schedule that may occasionally include evenings and weekends. Provides administrative support to the Department, with an emphasis on the Training Division, and the Administrative and Shift Battalion Chiefs. Works collaboratively with the Training Division to plan, schedule, coordinate, and document training courses and events. Maintains member certifications, credentials, and training records to ensure compliance with professional and regulatory requirements. Assists the Administrative Battalion Chief with the administration and coordination of the Volunteer and Reserve Programs, including record keeping, communication, and program support. Performs a variety of administrative functions to support departmental operations and enhance the efficiency of assigned divisions and command staff.
