Confidential Assistant to the Chief of the Fire Department.

Job Summary

Provides the full range of confidential, administrative support and executive assistance to the Chief of Department.

Duties & Responsibilities

• Answers and screens communications and responses to ensure clients are served with courtesy and efficiency.
• Acts as the primary employee responsible for all office administrative requirements.
• Coordinates management team activities to ensure proper follow-up, and timely completion within established deadlines.
• Enforces office policies and practices on behalf of the Chief of Department.
• Writes and edits correspondence for the Chief of Department’s approval.
• Opens and sorts incoming confidential correspondence, including faxes and responds or distributes accordingly to ensure timely and accurate information reaches sundry offices and constituencies.
• Accesses and updates Outlook calendars to ensure internal and external meetings are scheduled with appreciation for office demands, operational needs, and organizational priorities.
• Updates documents on Fire Department sites and information pages, including uploading documents to the internet, and creating / editing documents.
• Acts as a liaison between the Fire Department and the City’s fiscal agents to ensure policies, protocols and procedures in the tracking, disbursement, and handling of City funds are adhered to.
• Respond to and complete requests made through the City’s 311 system and coordinate with the Mayor’s Center for City Services.
• Manages and tracks grievances and arbitration proceedings, reads all decisions to determine if additional action is necessary, reviews monthly billing, reconciles payments and reviews quarterly reports.
• Keeps, updates, and occasionally purges or archives confidential paper and electronic files.
• Presents oral and written information and reports to varying audiences, including the Mayor’s Administration, Department Directors, and colleagues.
• Attends after-hour Fire Department meetings to aid the Fire Department’s leadership team as needed.
• Coordinates management team activities to ensure proper follow-up, and timely completion within established deadlines.
• Maintenance and development of the Fire Department’s scheduling management system.
• Assist in orienting new employees in the Fire Department.
• Performs other related duties as assigned.

Minimum Qualifications

High school diploma or equivalency and a minimum of three (3) years of progressively responsible experience providing confidential administrative or executive clerical support to an individual or office staff in a public or private organization;

or any substantially equivalent combination of education and experience.

• Experience with common office software such as Microsoft Word, Outlook and Excel spreadsheets at a level necessary to prepare complex documents, manage electronic calendars, and create or update spreadsheets for the purposes of tracking activity or managing an office.
• Experience with public safety software and applications such as PowerDMS, Kronos Telestaff, and Imagetrend at a level necessary to prepare and create documents, create and update information and reports / records.
• Knowledge of the principles and practices of office management, including managing files, calendars and access to high-ranking administrative officials.
• Must be trained and certified to handle APRA requests within thirty (30) days of appointment.
• Ability to attend meetings, take copious notes and synopsize them into cogent meeting minutes, letters or memos for the signature of the Chief of Department.
• Ability to maintain and safeguard confidentiality of meetings and materials related to the annual budget process, financial analysis of collective bargaining proposals related to wages and benefits, pension matters and those addressing active and retiree benefits.
• Ability to establish priorities, perform multiple tasks, meet deadlines and work independently with minimal supervision.
• Ability to provide courteous and helpful customer service to internal and external constituencies, many of whom may be anxious or unhappy.
• Must have excellent verbal, written communication, and oral presentation skills.
• Ability to communicate in person and over the phone in a courteous, clear and concise manner.
• Ability to establish and maintain effective working relationships with colleagues in the Fire Department, officials within City government, and with external groups.
• Ability to oversee projects assigned to staff.
• Must be able to perform all essential functions of the job.

Posting expires when filled.