JOB DESCRIPTION

 

 

JOB TITLE:  Administrative Assistant I (Fire - Administration)

 

MAINTENANCE REVIEW DATE:  April 1993

 

ORG/POS #: 

 

JOB OBJECTIVE:  To prepare and maintain departmental purchasing records and employee files, and to conduct research for special projects.

 

ACCOUNTABILITY:  Receives general direction from the Fire Chief.

 

ESSENTIAL JOB FUNCTIONS:

 

1.         Prepares requisition forms for Fire Department purchases; completes account transfer forms as required.

 

2.         Monitors departmental budget accounts to ensure funds are available for operating expenses; notifies the Fire Chief of any discrepancies.

 

3.         Writes specifications for Fire Department materials and equipment purchases as directed by the Assistant Fire Chief or other departmental personnel.

 

4.         Obtains informal competitive bids from potential vendors relative to material and equipment purchases; computes the 5% Arkansas preference for in state bidders.

 

5.         Maintains confidential files concerning specifications, bids, vendors, and departmental equipment and materials.

 

6.         Contacts vendors to obtain information regarding equipment delivery dates and maintenance schedules; meets with vendors to observe production demonstrations.

 

7.         Maintains the Fire Department petty cash fund by issuing monies to departmental employees and balancing receipts to cash on hand.

 

8.         Compiles tentative annual Fire Department budget figures and enters them into the computer, utilizing budget diskettes provided by the Finance Department.

 

9.         Conducts research and provides information to the Fire Chief for special projects, as assigned

 

10.       Maintains departmental rosters of employees assigned to particular stations and shifts and their daily attendance records.

 

11.       Supervises the daily entry of payroll information, including the verification of alternate rate and FLSA calculations.

 

12.       Maintains departmental employee records which contain data, such as time swapping agreements, disciplinary actions, and leave requests.

 

JOB TITLE:  Administrative Assistant I (Fire - Administration)

JOB DESCRIPTION - CONTINUED

 

 

13.       Provides information to departmental personnel and the public regarding Fire Department policies and procedures.

 

14.       Posts invoices received from the clothing vendor in each employee's computer record; prepares bills for employees exceeding their clothing allowance.

 

15.       Monitors the IAFF Memorandum of Understanding for changes which will affect departmental procedures and operating practices.

 

16.       Performs other related duties as required.

 

SUPERVISORY RESPONSIBILITIES:

 

Provides general supervision to the Secretary - Executive (Fire - Administration).