Fire Department Administrative Assistant

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SUMMARY

Under the direction and supervision of the Saline Area Fire Department (SAFD) Fire Chief and the City Manager, performs administrative functions including bookkeeping, record keeping, payroll processing, invoicing, and clerical services on behalf of the fire department. Assembles regular reports to the Fire Board member communities on operations and finances, as requested. Serves as FOIA Coordinator for the SAFD. Assists with other special projects or administrative duties as assigned.

EDUCATIONAL REQUIREMENTS

• Associate Degree, or 5+ Years Accounting and Clerical work experience

EXPERIENCE REQUIREMENTS

• 1+ Year of Accounting experience
• 1+ Year of Clerical experience
• 1+ Year of Administrative experience

ADDITIONAL REQUIREMENTS

LICENSE OR CERTIFICATION?

• Must be bondable

KNOWLEDGE

REQUIREMENTS KNOWLEDGE ESSENTIAL IMPORTANT Knowledge of filing procedures and practices for municipal government including record retention schedules

R

Knowledge of office practices and procedures R Knowledge of Accounting Software R Knowledge of Excel R Knowledge of Payroll Software R

REQUIRED ABILITIES

REQUIREMENTS ABILITY ESSENTIAL IMPORTANT Attend to details R Communicate in writing R Concentrate R Act independently R Analyze situations R Communicate verbally R Identify problems R Initiate R Manage pressure R Motivate R Multi-task R Organize R Problem solving R Think creatively R Adapt to new learning tasks R

REQUIRED SKILLS

REQUIREMENTS SKILL ESSENTIAL IMPORTANT Actively listen to fully understand circumstances R Collaborate with others to maximize innovation and effectiveness R Communicate ideas, thoughts, knowledge and information to foster clarity and engage others R Consider multiple costs and?benefits when problem solving to arrive at most effective decision R Focus on details to reduce errors and increase efficiency R Manage time effectively to ensure all work is completed timely and effectively R Organize work to maximize productivity R Plan work projects to ensure efficiency R Resolve conflicts to facilitate goal achievement R

SUPERVISORY RESPONSIBILITIES

• None

REPORTS TO

• City Manager

ESSENTIAL JOB FUNCTIONS

[ The fundamental job duties the individual must be able to perform, with or without accommodation; removal of these functions would fundamentally change the job ]

• Generates all invoices from the fire department including invoicing to the governmental units for fire runs and Operating & Capital Improvements?contributions; invoicing to non-residents of the SAFD fire district (on behalf of the governmental units); invoicing of fire inspections; maintains records of fire reports and invoices issued; prepares and records bank deposits?for various fire department accounts; completes payroll, accounts payable functions, state of equipment and financial reports.
• Creates and maintains the necessary spreadsheets utilized in the record keeping of fire incident?reports, payroll, budgets, audit, etc.
• Assists the Fire Chief in preparing the proposed or amended operating and capital improvements budgets and informational items included in budget process; prepares budgets in final form for the Fire Board's review/adoption.
• Review & Verify SAFD Employee W2s.
• Performs other administrative duties and tasks as directed by the Fire Chief.
• Composes routine correspondence, miscellaneous documents/forms for the Fire Chief; types/revises drafts submitted by the Fire Chief; maintains/revises standard operating guidelines adopted by the Fire Board.
• Corresponds with SAFD Attorney, Insurance Companies, City Department Heads, Township Clerks &?Supervisors, Auditors, Vendors, and the general public on behalf of the fire department.
• Maintains personnel files for SAFD firefighters; maintains calendars for full time SAFD employees for personal, sick and vacation time?accrued and used; generates Personnel Actions Forms for yearly salary increases for full time employees; handles health insurance and deferred compensation account issues for full time firefighters; processes paperwork for new full time and paid on-call firefighters; maintains schedule of required firefighter physicals and notifies firefighters when required physicals are needed.
• Organizes, prepares, and distributes Fire Board agendas; attends Fire Board meetings, completes meeting minutes and necessary follow-up correspondence; maintains Fire Board Minute Books and indexes.
• Handles the record keeping, correspondence, tax returns, required State of Michigan Attorney General forms, agendas and minutes for the 501(c)(3) organization, Friends of the Saline?Area Fire Department.
• Assists Fire Chief with fund raising events. Handles all correspondence to donators and record keeping.
• Serves as FOIA officer, coordinates with Chief and SAFD Attorney to ensure compliance and timely responses.
• Regular and routine onsite attendance.

SPPLEMENTAL FUNCTIONS

[ These are job duties the individual must be able to perform, with or without accommodation; removal of these functions would NOT fundamentally change the job ]

• Maintains and reconciles SAFD Petty Cash fund
• All other duties as assigned

PHYSICAL DEMANDS

CONSTANT = HOURLY FREQUENT = DAILY OCCASIONAL = WEEKLY RARELY = MONTHLY

CONSTANTLY FREQUENTLY OCCASIONALLY RARELY Sitting R Standing R Walking R Ascending/Descending Stairs R Visual Acuity R Discerning Colors R Lifting R Carrying R

WORK ENVIRONMENT

CONSTANT = HOURLY FREQUENT = DAILY OCCASIONAL = WEEKLY RARELY = MONTHLY

CONSTANTLY FREQUENTLY OCCASIONALLY RARELY Indoor environments R

EQUIPMENT

CONSTANT = HOURLY FREQUENT = DAILY OCCASIONAL = WEEKLY RARELY = MONTHLY

CONSTANTLY FREQUENTLY OCCASIONALLY RARELY Phones R Computer/Laptop R Copiers/Printers R Scanners R Monitors R

SOFTWARE

CONSTANT = HOURLY FREQUENT = DAILY OCCASIONAL = WEEKLY RARELY = MONTHLY

CONSTANTLY FREQUENTLY OCCASIONALLY RARELY Accounting software R Database software R Financial software R Payroll/human resources R Internet software R Spreadsheet software R Word processing software R

Applications accepted until position is filled. The City of Saline is an equal opportunity employer.