ADMINISTRATIVE SUPPORT SPECIALIST II (FIRE)

About the Department

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily.  Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described.   Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description. 

JOB SUMMARY:  The Administrative Support Specialist II provides administrative support and business operations support which requires understanding of processes, data, and/or operations of the department; creates and/or maintains associated documents, databases, meetings, special events; updates supervisor of critical issues/events; provides responses to requests for information; and processes financial and/or procurement documents.

Position Duties

• Performs general clerical work, including but not limited to answering phones, greeting, assisting walk-in customers, distributing mail, and general data entry tasks.
• Provides internal and external customer service via phone, email, and in person; responds to inquiries, takes messages, and refers inquiries to the most appropriate parties.
• Assists the public with information and fire reports; serves as liaison between the department and other emergency response agencies.
• Schedule general inspections and other inspections with contractors when needed.
• Maintains and orders office supplies, as assigned and when needed.
• Use computers and word processing software to process letters, forms, reports, requisitions, purchase orders, and related paperwork.
• Performs basic research and compiles documents needed for various reports and management-level documents. 
• Prepares and completes forms and composes letters to send out to owners requesting inspections.
• Sets up and maintains specialized paper and electronic office files.
• May accept payments for permit fees, fines, etc., as required by the department and make all necessary deposits.
• Files letters, reports, and related technical information in the prescribed manner.
• Process inspection invoices in the Munis system to be billed out.
• Provides back-up for other employees or departments, as needed, and assigned.
• Performs work at the assigned location during specified business hours. 
• Performs related additional duties as required and assigned.

Minimum Qualifications

Education and Experience:

• High School Diploma or equivalent.
• One (1) year of related experience.

Other Qualifications

• Knowledge of general office procedures.   
• Knowledge of department functions, resources, and general practices.   
• Knowledge of grammar, spelling and alphanumeric sequencing. 
• Knowledge of business English, spelling and ability to make arithmetic computations. 
• Knowledge of Microsoft Office and departmental business software. 
• Knowledge of basic bookkeeping principles and practices. 
• Skills in typing, data processing and file maintenance.   
• Ability to create and maintain files and records.   
• Ability to work independently with minimal supervision. 
• Ability to follow both oral and written directions. 
• Ability to operate commonly used manual and automated office equipment. 
• Ability to use and troubleshoot various computers and standard office equipment.   
• Ability to interact with and communicate with general public in a friendly productive manner.  
• Ability to maintain moderately complex clerical records and to prepare reports from such records and to check for accuracy. 
• Ability to make routine decisions in accordance with procedures, laws, and regulations and to apply these to work problems. 
• Ability to use coding and filing systems. 
• Ability to apply interpersonal skills with other employees and the public.

SUPERVISORY CONTROLS: The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the results. 
GUIDELINES:  Guidelines include the division policies and procedures. These guidelines are generally clear and specific but may require some interpretation in application. 
COMPLEXITY:  The work consists of related administrative, secretarial, and customer service duties. The need to perform different tasks at the same time contributes to the complexity of the work. 
SCOPE AND EFFECT:  The purpose of this position is to provide administrative support for the division.  Success in this position contributes to the efficiency of division operations. 
PERSONAL CONTACTS:  Contacts are typically with other co-workers, vendors, and members of the general public. 
PURPOSE OF CONTACTS:  Contacts are typically to give or exchange information, resolve problems, and provide services. 
PHYSICAL DEMANDS:  The work is typically while sitting at a desk or table or while intermittently sitting, standing, or stooping. The employee occasionally lifts light objects. 
WORK ENVIRONMENT:  The work is typically performed in an office. 
SUPERVISORY AND MANAGEMENT RESPONSIBILITY:  None.

Municipal government managing public services and infrastructure for residents.