Administrative Assistant

Job:                          Administrative Assistant

Department:         Fire

Salary:                     Grade 15

Hours:                     Day - Occasional Overtime

Summary:

This position entails varied and responsible administrative work as the Administrative Assistant to the Fire Department.  Responsible for the general administrative functions and office support within the department.  Expected to work independently during crisis situations.  Incumbent works under general supervision of the Fire Chief and Deputy Chief.

Primary Responsibilities

• Perform administrative work in any aspect of public administration as the Administrative Assistant to the Fire Chief and Deputy Chief.
• Handle administrative details which do not require the immediate attention of higher authority
• Responsible for communication to and from the Department to include normal mail, telephone, and email
• Maintain payroll and attendance records
• Monitor progress of ongoing and special projects
• Assist in budget review
• Independently compose letters for the signature of the Chief(s)
• Process work orders as appropriate
• Facilitate testing for applicants, and the paperwork/process associated with new hires
• Request purchase orders required for their department
• Receive guests and extend the appropriate protocol
• Performs other duties as a assigned by Chief and/or Deputy Chief
• Maintain confidentiality and abide by all laws related to protection of personal health information

Knowledge, Skills, and Abilities

• Possess general knowledge of the geography of Alexander City’s Fire and EMS jurisdictions
• Possess good knowledge of the principles and practices of public administration in general, and the Fire Department in particular
• Must possess ability to express ideas clearly and concisely, both orally and in writing
• Successful candidate is able to plan and organize work with little or no supervision
• Must have the ability to meet the public and discuss problems and complaints tactfully, courteously, and effectively
• Must be able to accept lines of authority; promote a positive environment; cooperate with other staff and officials
• Ability to perform work through specific and general delegation by the Fire Chief(s,) with considerable latitude for the exercise of independent judgement
• Ability to establish and maintain effective working relationships with elected officials, department heads, the local business community, and the general public

Qualifications

• Be a graduate of an accredited high school or GED.  Associate degree is preferred
• Must have excellent computer skills, including excel, word, and other Microsoft Office products
• Must have general working knowledge of related office equipment
• Must possess a valid Alabama driver’s license and a driving record suitable for insurability 
• Willing to work non-standard hours and overtime as required
• Ability to maintain confidentiality
• Must have good organizational and time management skills
• Must have good communication skills in expressing ideas clearly and concisely and excellent telephone etiquette
• The successful candidate will be self-motivated, organized and detail-oriented with an ability to multitask while working in a fast-paced environment

Posting Dates:       5/5/23 – 5/12/23

City Employees interested in this position should contact Kathy Railey at 256-329-6782.

Seniority alone will not be the determining factor. Applicants must meet all requirements. 

External applicants may apply on-line alexandercityal.gov, or at the Municipal Complex.

The City of Alexander City is an Equal Opportunity Employer