Logistics Support Specialist

Job Description

Job Description

General Description

The purpose of this class within the organization is to perform and complete a broad range of front office duties and provide customer service and other miscellaneous support to the Administrative Chief of the Fire Department.

Duties and Responsibilities

The functions listed below are those that represent the majority of the time spent working this job. Management may assign additional functions related to the type of work of the class as necessary.

Essential Functions :

Strives to be efficient and effective at balancing and meeting the common needs and reasonable expectations of core constituents.

Contributes towards the department's mission by continuously striving to meet expectations, strategic goals, and objectives.

Answers telephone calls and responds to emails. Transfers calls to the appropriate department, completes data entry into multiple software platforms used by the department, answers departmental procedural questions; greets and assists guests and customers.

Processes non-resident accident billing monthly. This includes preparation of invoices, mailing of invoices, processing all payments received, and keeping accurate records of such.

Maintains inventory of cleaning and medical supplies. This includes ordering and rotating stock of said supplies. This also includes supplying KCEAA with a list of medical supplies specific to CFD to include in their annual bid package.

Additional Department, Division or Work Unit Duties :

Attends staff meetings or any other meetings deemed necessary by the Fire Chief or Administrative Chief.

Enters nonscheduled overtime, and makes other entries as needed into Telestaff and WFD.

Opens, processes, and responds to U.S. mail as needed.

Performs other related work as assigned.

Data Responsibility :

Data Responsibility refers to information, knowledge, and conceptions obtained by observation, investigation, interpretation, visualization, and mental creation. Data are intangible and include numbers, words, symbols, ideas, concepts, and oral verbalizations.

Tracks and enters data. Coordinates or determines time, place or sequence of operations or activities based on analysis of data or information and may implement and report on operations and activities.

People Responsibility :

People include co-workers, workers in other areas or agencies and the general public.

Communicates regularly with customers, federal and state agencies, business owners, contractors, and inter-departmental departments.

Asset Responsibility :

Assets responsibility refers to the responsibility for achieving economies or preventing loss within the organization.

Requires some responsibility for achieving economies and / or preventing minor losses through the handling of or accounting for materials, supplies or small amounts of money.

Mathematical Requirements :

Mathematics requires the use of symbols, numbers, and formulas to solve mathematical problems.

Uses addition, subtraction, multiplication, division, and / or calculates ratios, rates and percentages.

Communications Requirements :

Communications involves the ability to read, write, and speak.

Reads routine sentences, instructions, regulations, procedures or work orders; writes routine sentences and completes routine job forms and incident reports; speaks routine sentences using proper grammar.

Judgment Requirements :

Judgment requirements refer to the frequency and complexity of judgments and decisions given the stability of the work environments, the nature and type of guidance, and the breadth of impact of the judgments and decisions.

Responsible for long range goals, planning and methodologies. Decision-making is focus of the job, affecting entire organization and surrounding population; works in a stable environment with clear and uncomplicated written / oral instructions, but with some variations from the routine.

Complexity of Work :

Complexity addresses the analysis, initiative, ingenuity, concentration, and creativity, required by the job and the presence of any unusual pressures present in the job.

Performs semi-skilled work involving guidelines and rules and requires frequent problem solving; requires continuous close attentiveness to achieve accurate results or occasional exposure to unusual pressures.

Impact of Errors :

Impact of errors refers to consequences such as damage to equipment and property, loss of data, exposure of the organization to legal liability, and injury or death for individuals.

The impact of errors is very serious - affects entire organization and the general public.

Physical Demands :

Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.

Performs work that involves walking or standing some of the time. Involves lifting up to 75 pounds on a regular and recurring basis to put away supplies, and sustained keyboard operations.

Equipment Usage :

Equipment usage involves responsibility for materials, machines, tools, equipment, work aids, and products.

Handles or uses work aids involving some latitude for judgment regarding attainment of a standard or in selecting appropriate items.

Unavoidable Hazards :

Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.

Supplies are carried up stairs and up a ladder. The potential for a fall hazard is present.

Safety of Others :

Safety of others refers to the level of responsibility for the safety of others, either inherent in the job or to ensure the safety of the general public. (Does not include safety of subordinates).

Requires some responsibility for safety and health of others and / or for occasional enforcement of the standards of public safety or health.

Minimum Education and Experience Requirements :

Requires a High School Diploma or GED and one (1) year of experience in a closely related field; or any equivalent combination of education, training, and / or experience providing the requisite knowledge, skills, and abilities to successfully perform the job.

Requires knowledge in the use of a personal computer and the application of Microsoft Office Products with an emphasis on Excel. Experience in customer service, accounting principles, and / or purchase order systems preferred.

Core Competencies :

Knowledge, Skills & Abilities :

1.Accountability - takes responsibility for own actions.

2.Adaptability - responds positively to change.

3.Communications - listens, speaks and / or writes in a clear, concise and respectful manner.

4.Customer Service - provides courteous, accessible and quality assistance to internal and external customers.

5. Initiative - takes proactive action to complete work or resolve issues

6. Judgment & Decision Making - evaluates issues and makes sound factual decisions.

7. Professional Development - seeks opportunities to enhance technical skills and job knowledge.

8. Teamwork & Cooperation - collaborates with others to fulfill the City's vision and achieve departmental goals and strategic objectives.

Additional Qualifications :

• Must have the ability to provide documentation verifying legal work status.
• Ability to read and speak the English language proficiently in order to communicate and interact with others; to understand and interpret safety instructions; and to respond to internal and external inquiries.
• Ability to understand and comply with City and departmental guidelines, policies, procedures and expectations.

This job description has been designed to indicate the general nature and level of work that may be performed by an employee. It is not designed to contain or be interpreted as a comprehensive inventory or list of all of the duties, responsibilities and qualifications required of employees assigned to this job. Supervisors / Managers and / or Department Heads may also assign additional or other lawful duties as may be necessary and / or required. The City reserves the right to modify or change this job description at any time, for any lawful reason, with or without notice. This job description is not, and should not be construed or implied to be a contract, promise or guarantee of continued employment.

Americans with Disabilities Act Compliance

The City of Charleston, WV is an Equal Opportunity Employer. The ADA requires the City to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.

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