Office Coordinator - Fire Department

Position Summary:

The Office Coordinator is responsible for managing office communications and facilitating key tasks and procedures. The Office Coordinator will provide highly skilled secretarial support for the Fire Department. Duties performed require excellent skills in clerical, computer and general office tasks. In this position there is interaction with City employees, the public, and visitors. This position must be able to follow instructions and perform a variety of administrative office duties with minimal supervision and must possess the ability to prioritize work with an emphasis on multi-tasking.

Duties and Responsibilities:

Clerical:

1. Greet in-person visitors to department. Personally assist visitors by providing information or directing visitors to appropriate department representatives;
2. Answer telephone: provide general department information to callers; direct calls and take messages;
3. Create and maintain databases for collection and reporting of department statistics and record retention requirements;
4. Perform data entry to update and maintain calendars, and staff schedules;
5. Performs billing and bookkeeping tasks
   • Follows City and department procedures for recording and summarizing fee deposits
   • Prepares invoices for annual permits
   • Processes applications for Special Permits and collects fees for permits
6. Compile, copy, sort and file records and documents;
7. Prepare purchase requisitions; maintains file of records;
8. Open, sort and route incoming mail and e-mail and prepare outgoing mail;
9. Operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems and personal computers;
10. Monitor office supply inventory levels and replenish as needed
11. Coordinates with other working partner agencies
12. Operates as a confidential aid to the Fire Chief
13. Monitors and assists with department social media updates
14. Assists and participates in department meetings as required
15. Available for occasional special events or emergent activities

Administrative Support:

1. Perform a variety of secretarial tasks in support of programs, department, or division;
2. Prepare memos, letters, reports and other documents using current word processing, spreadsheet, database and/or presentation software;
3. Proofread a variety of documents
4. Maintains the department's personnel files;
5. Process forms for personnel actions and payroll;
6. Gathers, compiles and summarizes information for routine and non-routine reports as requested by the Chief;
7. Establish and maintain departmental filing systems;
8. Other duties as required.

Necessary Competencies:

1. Communication Skills- written and verbal
2. Customer Service
3. Problem Solving
4. Prioritizing
5. Attention to detail
6. Teamwork
7. Planning and organizing

Requirements:

• Office Coordinator or Administrative Assistant experience
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Proficiency in current Microsoft Office software,
• Ability to learn additional software associated with City and department operations
• Valid Ohio Notary Public commission issued by the Ohio Secretary of State, or willingness to obtain within 1 year from hire date.
• CPR and AED certified, or willingness to obtain within 1 year from hire date.

Knowledge of:

• City procedures, ordinances, etc. that affect the work
• Generally accepted clerical and secretarial practices, procedures, and systems
• Standard office equipment including telephone system and voice mail, photocopiers, scanners, facsimile machines, personal computers and related word processing, spreadsheet, and presentation software
• Correct use of grammar, punctuation, and spelling
• Basic arithmetic and bookkeeping procedures
• Department and City policies and operating procedures*

Skills and Ability to:

• Organize work in a logical and efficient manner
• Maintain record-keeping systems
• Perform accurate and efficient data entry using a computer keyboard and terminal
• Operate standard office equipment (examples noted above)
• Follow departmental or operational procedures and practices
• Compose routine correspondence
• Perform simple bookkeeping functions
• Produce simple reports, accurately
• Communicate effectively with others both verbally and in writing
• Develop and maintain effective working relationships with supervisors, co-workers, and general public
• Work on multiple tasks simultaneously
• Work in an open environment with interruptions
• Maintain confidentiality

Education and Experience:

Education: High School Diploma; Associate Degree in Business or a related field highly desirable.

Experience: Five (5)+ years paid work experience performing advanced, general clerical duties using modern computer software in an environment characterized by a moderate amount of interruption and multiple simultaneous tasks.

Physical Demands:

The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk and hear. The employee is frequently required to stand; walk; use hands to handle or feel; reach with hands and arms; and be able to lift up to 20 lbs. when necessary.

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this job.

The City of Independence is an Equal Opportunity Employer.

Independence Human Resources