To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

Department: Fire Department

Pay Grade: 214

FLSA Status: Nonexempt

JOB SUMMARY

The Executive Administrative Assistant performs highly responsible work involving a wide variety of independently performed skilled, administrative support tasks requiring word processing and database management; public contact; and related activities in support of the Fire Department. Responsibilities include: providing staff assistance in the exercise of administrative responsibilities; maintaining proper controls to ensure efficient flow of work, systems, and procedures; compiling data for administrative analysis; preparing reports or summaries of data from complex records; and analyzing records or systems to assist the supervisor with administrative tasks. Duties also include: meeting and giving information to the public to clearly communicate department/unit policies and procedures, and coordinate program functions or activities; compiling and maintaining complex records to provide accurate documentation of work performed or information that can be easily retrieved; creating and maintaining complex filing systems or databases with a variety of subject matter to provide easy access to records and information. In addition process invoices, purchase orders and/or coordinate calendars and make meeting, facility, and travel arrangements.

ESSENTIAL JOB FUNCTIONS

• Communicates with management, City employees, and the general public in screening and directing calls, and coordinating and arranging program functions or activities.
• Answers questions and responds to a variety of inquiries, provides information requiring working knowledge of policies and procedures, and resolves routine questions or problems relating to area of assignment.
• Prepares and produces written documents and correspondence requiring independent judgment in handling problems of format, procedure, and context, including statistical and descriptive reports, contracts, legal documents, meeting agendas, correspondence, news releases, and other materials of a general, technical, or confidential nature.
• Using a PC, keys documents including correspondence, reports, statistical charts, forms, deeds, easements, contracts, budget and financial documents, questionnaires, specifications, newsletters, etc. Compiles information for special projects and reports, performs office management details.
• Assists a supervisor by making appointments and travel arrangements. Creates and maintains complex records, databases, and integrated filing systems which may involve processing confidential matters. Requisitions office supplies and materials for a unit or department.
• Assembles and reviews files or records, updates material, prepares material for action, and makes final distribution of records, files, or information. Operates a variety of standard office equipment.
• Meets scheduling and attendance requirements.
• Checks records and documents for clerical and mathematical accuracy and completeness.
• Analyzes data to make recommendations to management. Makes numerical/arithmetical computations including adding, subtracting, multiplication, and division.
• Composes routine correspondence.
• Schedules meetings and prepares reference materials.
• Develops office procedures and forms.
• Comprehends and makes inferences from written material.
• Coordinates meetings, training sessions, etc.
• Inspects payroll records, time sheets, travel reports, etc., to ensure conformance with department standards.
• Learns job-related material through on-the-job training and in classroom settings.
• Other duties as assigned.

QUALIFICATIONS

Education and Experience:

• High School Diploma or GED; and
• Six (6) months of experience in a position with a high level of public contact, i.e. receptionist or customer service environment;
• One (1) to two (2) years of previous purchasing experience preferred; or any previous experience with municipal or regulatory agency operations;

Licenses or Certifications:

• None.

Special Requirements:

• Periodic travel for meetings, seminars and training as scheduled by the supervisor.
• Must be able to maintain strict confidentiality.
• Must possess a valid Arizona Driver’s License by hire date.
• Intermediate skills in Excel

Knowledge, Skills and Abilities:

• Knowledge of office procedures, equipment and practices.
• Skill in using personal computers including word processing software; copy machine; postage machine; fax machine; two-way radio; ten key; TDD.
• Ability to establish and maintain effective working relationships with management, other City employees, and the general public.
• Ability to demonstrate command of business English, spelling and mathematics.
• Ability to deal effectively and tactfully in stressful situations with the public and to assess the needs of citizens requesting assistance.
• Ability to demonstrate significant organizational skills to manage a variety of projects for various departments on a regular basis.
• Ability to exhibit proficiency in various office computer programs including word processing, spreadsheets and database management.
• Ability to communicate effectively in person and by telephone.
• Ability to follow standard office environmental safety requirements.
• Ability to type 40-45 words per minute.
• Ability to exercise judgment and act independently in establishing or adapting work procedures;
• Ability to make mathematical calculations with speed and accuracy; keep complex clerical records, and prepare accurate reports from such records;
• Ability to prepare effective correspondence on routine matters; deal with the general public tactfully and courteously; understand and follow oral and written instructions.

The duties listed above are intended only as general illustrations of the various types of work that may be performed. Specific statements of duties not included does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Job descriptions are subject to change by the City as the needs of the City and requirements of the job change.

PHYSICAL DEMANDS

While performing the duties of this job, the employee must exert up to 20 pounds of force occasionally, and/or up to 10 pounds of force to move objects. The following physical abilities are required: feeling, fingering, handling, hearing, mental acuity, speaking, talking, and visual acuity.

WORK ENVIRONMENT

The work requires decision making that could lead to major community or organizational consequences if this position fails to make the appropriate decision at the time.

E.O.E. Page does not discriminate on the basis of race, color, national origin, sex, religion, age, disability or military service in employment or the provision of services.

Page has the right to revise this job description at any time. This description does not represent in any way a contract of employment.