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The Administrative Coordinator provides administrative support to the Fire Department. Primary duties include answering telephones, front desk public interaction, screening and routing Fire Department emails, issuing burn permits, managing records, financial administration, preparing correspondence, and performing a variety of office management tasks/duties. Direct supervision is provided by the Business Improvement Manager, but indirect supervision will be provided by all members of Fire Department Administration. Work is performed with latitude for decision-making within guidelines of departmental policies and procedures.  The hiring range for this full-time non-exempt position begins at $26 per hour (DOQ).  This position is accepting applications until Friday, August 15th.

Position Responsibilities

• Public Interaction. Greets visitors and answers telephone. Provides information on department and City services.  Refers callers or visitors to the proper individual or departments and provides direction to the public on how to get copies of reports.
• Permits.  Issues burn permits and bonfire permits, coordinates blasting permits, handles permit fees and balances accounts.  Understands and is knowledgeable about the City's burn ordinances
• Records Management. Develops and maintains various filing systems for official documents. Recognizes and protects confidential information, both verbally and in writing. 
• Documentation.  Creates documents, including memos, reports, standard operating guidelines and correspondence. Creates monthly department calendar, department invitations, pamphlets, and fliers.  Proofreads documents for others as requested for spelling, grammar, punctuation, accuracy, and completeness.
• Financial Administration.  Handles cash from permits and keeps accurate records and receipts. Manages department Purchasing card (P-card) receipt coding, receipt reconciliation, and the monthly P-card report. Processes purchase orders, invoices, and reimbursements.
• Office Management.  Monitors and orders office supplies and equipment to ensure an adequate supply of frequently used items are always on hand.  Assists with ordering other items for the department as needed, i.e. Amazon orders.  Distributes the mail received from City Hall.
• Event Planning.  Coordinates various aspects of Fire Department events such as Cadet Graduation, Retirements, Annual Awards Banquet, and other miscellaneous ceremonies/events.
• Meeting Minutes. Records and posts meeting minutes for chief staff meetings, all officer meetings, and other meetings as needed.
• Scheduling.  Schedules appointments, itineraries, meetings, conferences, and related functions.  Schedules inspections, smoke detector installations, public relations events etc.  Coordinates ride-alongs with the Captain of Professional Development.  Coordinates Safe Senior referrals/requests with the Wellness Program Administrator.
• Committees.  Participates in City committees as appropriate.  Coordinates Wellness Wednesdays and other similar activities with the Wellness Program Administrator.
• Accreditation.  Assists department accreditation manager with various tasks related to the accreditation process such as editing documents, arranging travel for site visit teams, etc.
• New Hire Support.  Participates in the onboarding and tracking on onboarding tasks for new employees.  Coordinates, communicates, and follows up with HR, IT, Finance, and administrative staff in preparation for and during the onboarding process.

Minimum Qualifications

• High school diploma or the equivalent.  Associates' Degree and/or coursework in business related subjects is preferred.  
• A minimum of two (2) years administrative or office experience with public contact is required.  Prior municipal or local government experience is preferred.

Any combination of education and experience that provides the knowledge, skills and abilities to successfully perform the responsibilities identified in this job posting may also be considered.

Work Schedule

Generally this position works Monday through Friday during regular office hours. Attendance at night and/or weekend meetings, events and receptions is required on occasion. Attendance at training and/or conferences may also be required.