Administrative Secretary

Type:

Public Safety Salary/Pay Rate:

$21.87 - $26.25/hour

Posted Date:

06/17/2026 Deadline to

Apply:

06/24/2026

JOB TITLE:

ADMINISTRATIVE SECRETARY ADMINISTRATION PUBLIC SAFETY DEPARTMENT GENERAL STATEMENT OF JOB

Under limited supervision, provides administrative support to the Director, Captains, Supervisors and department members of Public Safety; exercises discretion of the protection and release of confidential information. Prepares material needed; types, copies, files and submits and/or transmits various administrative and confidential reports. Monitors and records all department expenditures. Oversees the procurement of good and services. Enters and issues all purchase orders, approves purchase orders under $1,500.00. Prepares and administers the department annual budget, prepares related reports and spreadsheets. Maintains the department attendance records and processes bi-weekly payroll. Coordinates personnel functions for the department. Accepts screens and verifies job applications; schedules applicant testing and interviews. Attends meeting and records minutes. Answers telephone calls and emails; forwards to appropriate person if needed. Coordinates special projects and events as assigned. Reports to the Director of Public Safety.

SPECIFIC DUTIES AND RESPONSIBILITIES ESSENTIAL JOB FUNCTIONS

The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this position title. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position. Maintains a high level of confidentiality at all times, exercises considerable discretion in the protection and release of sensitive and confidential information with the department. Responsibilities related to payroll include maintaining attendance records; entering records in ALERT system; calculates and evaluates Departments bi-weekly payroll for processing; monitors overtime pay. Calculates Special Duty pay and forwards to finance Department. Reports Family Medical Leave, Workers Compensation and Military time used to Finance and Human Resources Department's Oversees the procurement of goods and services; verifies purchase order requisitions and bid documents for services. Issues multiple purchase order requisitions in CSI computer program. Reviews invoices to ensure timely payment to vendors and processes accounts payable by entering invoices for department purchases into the computer accurately. Approves purchases orders up to $1,500.00. Prepares Request for Proposal documents for purchasing according to City Code of Law. Responsible for the development, monitoring and maintenance of the Department budget. Prepares department annual budget by comparing current expenditures and all budget items requested. Advises the Director and Captains on a quarterly basis the status of the accounts by maintaining a record of items purchased to date. Prepares and completes employee and equipment requests forms as required by the City and Chief Financial Officer. Responsible for the development, monitoring and maintenance of the departments SC Fireman Association 1% budget in accordance with State guidelines and procedures. Schedules and maintains calendar for Fireman's Hut reservations. Support Accreditation Manger by providing documentation National Accreditation, Federal, and State Grant financial reimbursement. Maintains the department applicant file folders. Receives, screens and verifies all job applications and required documents. Responsible for scheduling applicants for testing, interview, and pre-employment physicals. Ensure background checks are complete before forwarding to Human Resources department. Prepares employee status forms relative to new employees, promotions, address change, termination, etc. Researches and assists department personnel with questions regarding personnel matters, City policies and procedures, and Public Safety policies and procedures. Schedules off-duty personnel requests for various events within the City. Responsible for issuing invoices, dealing with invoicing related correspondence, answering billing queries, and initiating collections on accounts that are past due. Prepares deposits for all revenue and then delivers to the Finance office. Interacts and communicates professionally with various groups and individuals including other law enforcement and Federal and State government agencies, Mayor and City Administrator, Department Directors, City Clerk, Human Resources Specialist, supervisors, co-workers, individuals and the general public. Provides assistance to the Director in completing the Department's long-term goals. Issues fire protection contracts to new subscribers, issues annual renewal notices, and processes payments. Maintains an updated roster for current contracts. Provides administrative, secretarial and clerical support to the Director and department employees performing such duties as scheduling meetings and appointments, taking minutes, making travel and accommodation arrangements. Performs other various confidential and routine clerical work as required, including but not limited to submitting and/or transmitting various reports. Copying and filing documents, sending and receiving faxes and e-mails, entering and retrieving computer data, scanning documents, processing daily mail, ordering supplies, researching and compiling data for reports, maintaining logs and lists, etc. Answers telephone and provide assistance to callers whenever possible; takes and relays messages in a timely manner; provides information to callers relative to departmental operations, activities, and/or functions. Coordinates special projects and events. Assists in Departments fixed assets program; obtains vehicle tags and renewals for all Department vehicles. Coordinate and prepare various permits for Director approval. Issues solicitation permits. Maintains petty cash. Operates various machinery and equipment such as computer, printer, telephone, calculator, radio, Motorola radio system, laminator, etc.

ESSENTIAL SAFETY FUNCTIONS

It is the responsibility of each employee to comply with established policies, procedures and safe work practices. Each employee must follow safety training and instructions provided by their supervisor. Each employee must also properly wear and maintain all personal protective equipment required for their job. Finally, each employee must immediately report any unsafe work practices or unsafe conditions as well as any on-the-job injury or illnesses.

ADDITIONAL JOB FUNCTIONS

Provides services as Notary Public Ability and willingness to add responsibilities as skills and knowledge increase. Performs other related duties as required.

MINIMUM TRAINING AND EXPERIENCE

Bachelor's degree in business administration or associate degree in related field with two to three years' experience in administration, accounting, data processing; or any equivalent combination of education and experience that provides the required knowledge, skills and abilities. Must possess a valid state driver's license.

MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

Physical Requirements:

Tasks require the ability to exert light physical effort in light work, but which may involve the lifting, carrying, pushing and/or pulling of objects or materials of light weight (up to 10 pounds). Tasks may require extended periods of time at a keyboard or workstation.

Data Conception:

Requires the ability to compare and/or judge the readily observable, functional, structural or compositional characteristics (whether similar to or divergent from obvious standards) of data, people or things.

Interpersonal Communication:

Requires the ability of speaking and/or signaling people to convey or exchange information. Includes receiving assignments and/or directions from supervisors.

Language Ability:

Requires the ability to read a variety of policy and procedure manuals, computer manuals, ordinances, etc. Requires the ability to enter data into computer and prepare records, reports, correspondence, etc., with proper format, punctuation, spelling and grammar, using all parts of speech. Must be able to speak with poise, voice control and confidence and to articulate information to others.

Intelligence:

Requires the ability to apply principles of rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in oral, written, diagrammatic or schedule form.

Verbal Aptitude:

Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently with co-workers and the general public.

Numerical Aptitude:

Requires the ability to add and subtract totals, to multiply and divide, to determine percentages and decimals, to determine time. Must be able to use practical applications of fractions, percentages, ratio and proportion.

Form/Spatial Aptitude:

Requires the ability to inspect items for proper length, width and shape, and visually read various information.

Motor Coordination:

Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment and communications machinery.

Manual Dexterity:

Requires the ability to handle a variety of items including computer keyboards, office equipment, control knobs, switches, etc. Must have minimal levels of eye/hand/foot coordination.

Color Discrimination:

Requires the ability to differentiate between colors and shades of color.

Interpersonal Temperament:

Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under minimal levels of stress when confronted with an emergency or tight deadline.

Physical Communication:

Requires the ability to talk and hear: (talking: expressing or exchanging ideas by means of spoken words; hearing: perceiving nature of sounds by ear). Must be able to hear and understand communications through a telephone.

PERFORMANCE INDICATORS

Knowledge of Job:

Is knowledgeable in the methods, policies and procedures of the Department and City pertaining to specific duties of the Administrative Assistant to Public Safety. Is knowledgeable in the laws, ordinances, standards and regulations pertaining to the specific duties and responsibilities of the position. Has knowledge of the organization of the City, Public Safety and of related departments and agencies. Has the ability to comprehend, interpret and apply regulations, procedures and related information. Has knowledge in the areas of records management and other specific functions of the position. Has excellent administrative, organizational, secretarial, customer service and clerical skills. Is able to coordinate specific administrative programs and projects as assigned. Has knowledge of modern office practices and equipment. Has knowledge of and skill in the creation and maintenance of efficient record-keeping systems. Has knowledge of proper English usage, vocabulary, punctuation and spelling; has knowledge of basic mathematics. Is able to use computers for word processing, graphic design, data processing and records management. Is able to type and take dictation accurately at a rate sufficient for the successful performance of assigned duties. Knows how to operate and maintain a variety of office equipment as necessary in the performance of daily activities. Is skilled in applying a responsible attention to detail as necessary in preparing reports and correspondence. Is able to read and interpret various materials pertaining to the responsibilities of the job. Is able to maintain confidentiality as required. Is able to take the initiative to complete the duties of the position without the need of direct supervision. Is able to use independent judgment in performing routine and non-routine tasks. Has the ability to plan, organize and prioritize daily assignments and work activities. Is able to offer assistance to fellow employees as necessary. Has the ability to learn and utilize new skills and information to improve job performance and efficiency. Is able to meet the public in a professional manner and provide information and assistance, representing the Departmenet, City Council and City government in a positive light at all times. Is capable of working under stressful conditions as required. Is able to effectively handle multiple assignments simultaneously. Knows how to react calmly and quickly in emergency situations.

Quality of Work:

Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high-quality communication and interaction with internal and external entities with whom the position interacts.

Quantity of Work:

Performs described Essential Functions and related assignments efficiently and effectively in order to produce quantity of work which consistently meets established standards and expectations.

Dependability:

Assumes responsibility for completing assigned work. Completes assigned work within deadlines in accordance with directives, policy, standards and prescribed procedures. Maintains accountability for assigned responsibilities in the technical, human and conceptual areas.

Attendance:

Attends and remains at work regularly and adheres to policies and procedures regarding absenteeism and tardiness. Provides adequate notice to higher management with respect to vacation time and leave requests.

Initiative and Enthusiasm:

Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be accomplished, and initiates proper and acceptable action for the completion of work with a minimum of supervision and instruction.

Judgment:

Exercises analytical judgment in areas of responsibility. Identifies issues or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to issues or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice where appropriate and researches issues, situations and alternatives before exercising judgment.

Cooperation:

Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences are justified, i.e., poor communications, variance with established policies or procedures, etc. Offers suggestions and recommendations to encourage and improve cooperation intra- and inter-departmentally. Relationships with

Others:

Shares knowledge with managers, supervisors and co-workers for mutual benefit. Contributes to maintaining high morale among all employees. Develops and maintains cooperative and courteous relationships inter- and intra-departmentally, and with external entities with whom the position interacts. Tactfully and effectively handles requests, suggestions and complaints in order to establish and maintain good will. Emphasizes the importance of maintaining a positive image.

Coordination of Work:

Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion of work elements and establishes a personal schedule accordingly. Attends required meetings, planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules.

Safety and Housekeeping:

Adheres to all established safety and housekeeping standards. Ensures such standards are not violated.

DISCLAIMER

This job description is not an employment agreement or contract. Management has the exclusive right to alter this job description at any time without notice. EOE