4.7 SR 06-01-2015 �j
Elk = - Request for Action
River
To Item Number
Mayor and City Council 4.7
Agenda Section Meeting Date Prepared by
Consent June 1, 2015 T.John Cunningham, Fire Chief
Item Description Reviewed by
Fire Department Administrative Assistant Position Lauren Wipper, Human Resources Representative
Description Reviewed by
Cal Portner, City Administrator
Action Requested
Approve, by motion, the position description for Administrative Assistant for the Fire Department.
Background/Discussion
Recently, the Fire Department's administrative assistant's position became vacant with the promotion of
Katie Haase to newly-created human resources technician position. Prior to going to market to fill the
position, staff evaluated the position description and is bringing forward an updated position description
that more accurately reflects the current roles and responsibilities of the position.
When the position was first created, hours were divided between building maintenance and the fire
department. A few years ago, all of the hours became allocated to the fire department. While this was
done during the regular budget process, the position description was not updated. This, among other
items, had been updated.
Financial Impact
None. The pay grade is remaining the same.
Attachments
■ Administrative Assistant Position Description
P0WIeEa 0
Template Updated 4/14 INAWREJ
Page 1
City of Elk River
Administrative Assistant
Position Description
Department/Division:
Fire Department
Immediate Supervisor:
Fire Chief
Pay Grade:
4
FLSA Status:
Non-Exempt
Last Updated: (date)
5/2015
Positions Supervised:
N/A
Position Summary
The Administrative Assistant performs a variety of duties including data entry, record keeping,
answering phones, and welcoming visitors to the facility. Responsible for providing administrative
support to the fire department’s administrative division.
Essential Functions
1. Performs receptionist duties.
A. Receives incoming calls to the department.
B. Answers routine questions.
C. Greets the public.
D. Explains departmental services, programs, and procedures.
2. Maintains public safety information by performing computer operation/data processing
activities.
A. Codes, enters, and retrieves data from public safety information systems.
B. Enters, modifies, deletes, and manages information on in-house and state public
safety information systems; submits incident reports to the State Fire Marshal’s
Office and other entities as required.
3. Performs various filing duties.
A. Files all hard copy data according to city and department policies/procedures.
B. Retrieves files and prepares copies of records to be distributed as needed within the
department.
4. Performs clerical support duties.
A. Prepares weekly payroll reports and submits to the city’s payroll clerk.
B. Receives correspondence, sorts mail, and forwards to appropriate personnel.
C. Assists in ordering, inventorying, and maintaining office supplies.
D. Drafts and prepares correspondence and letters and responds to public inquiries.
E. Assists with the new recruit hiring process and fire academy program.
F. Prepares confidential reports, letters, and memorandums using word processing
software.
Page 2
Fire Administrative Assistant
This Position Description is not intended to be all-inclusive. It is within the City of Elk River’s discretion
to assign additional duties and responsibilities or remove duties and responsibilities at any time.
This Position Description does not constitute a Contract of Employment.
G. Types minutes from various committees within department.
H. Updates department’s website, intranet, and social media applications.
I. Assists Fire Chief in emergency management planning and coordination of the city’s
safety program.
J. Proofreads documents to ensure accuracy of copy, grammar, punctuation, and
syntax.
5. Performs other essential job duties.
A. Regular and timely work attendance.
B. Follows all safety procedures.
C. Participates in safety training.
D. Performs other duties as assigned by the fire chief.
Required Knowledge, Skills, and Abilities
Skilled in proofreading written material for proper grammar and punctuation usage.
Skilled in interpersonal and public relation skills.
Skilled in organization and maintaining order of supplies.
Skilled in paying attention to detail.
Ability to respond to large emergency events to assist the department.
Ability to work as a team member under stress.
Ability to accurately type 45 WPM.
Ability to adapt to and introduce change.
Ability to be creative.
Ability to present a positive and professional image of the City to the public.
Ability to read, write, and comprehend basic instructions.
Ability to work independently.
Minimum Qualifications
High school diploma or equivalent.
One-year experience with Microsoft Office software, especially Excel, Outlook, Word and
Publisher.
Ability to work effectively with the public.
Valid MN Driver’s license.
Preferred Qualifications
Receptionist/Administrative Assistant experience.
General accounting experience or education.
Familiarity with operations of a fire department.
Familiarity with public safety software.
Page 1
City of Elk River
Administrative Assistant
Position Description
Department/Division:
Building Maintenance & Fire Department
Immediate Supervisor:
Fire Chief
Pay Grade:
4
FLSA Status:
Non-Exempt
Last Updated: (date)
11/20095/2015
Positions Supervised:
N/A
Position Summary
The Administrative Assistant performs a variety of duties including data entry, record keeping,
answering phones, and welcoming visitors to the facility. Responsible for providing administrative
support to the Fire Department and Building Maintenance Departmentfire department’s
administrative division.
Essential Functions
1. Performs receptionist duties.
A. Receives incoming calls to the Fire and Building Maintenance
Departmentdepartments.
B. Answers routine questions.
C. Greets the public.
D. Explains departmental services, programs, and procedures.
2. Maintains public safety information by performing computer operation/data processing
activities.
A. Codes, enters, and retrieves data from public safety information systems.
B. Enters, modifies, deletes, and manages information on in-house and state public
safety information systems; submits incident reports to the State Fire Marshal’s
Office and other entities as required.
3. Performs various filing duties.
A. Files all hard copy data according to city and department policies/procedures.
B. Retrieves files and prepares copies of records to be distributed as needed within the
department.
2.4. Performs clerical support duties.
A. Prepares weekly payroll reports and submits to the city’s payroll clerk.
A.B. Receives correspondence, sorts mail, and forwards to appropriate personnel.
B.C. Assists in ordering, inventorying, and maintaining fire, office, and maintenance
supplies. Purchases necessary safety supplies for all City departments.
C. Maintains records of firefighter hours, training hours, and information necessary to
Page 2
Building Maintenance/Fire Administrative Assistant
process payroll.
D. Maintains and process software for MFIRS (Minnesota Fire Incident Reporting
System). Maintains data input for all fire incident reports and properly files these
reports. Submits monthly incident report to the State Fire Marshal’s Office.
E. Maintains building maintenance software.
F.D. Drafts and prepares correspondence and letters and responds to public inquiries.
G. Maintains the administrative and personnel files.
H.E. Maintains and coordinatesAssists with the new recruit hiring process and fire
academy program.firefighter hiring process. Corresponds with prospective
applicants, schedules interviews, sets up and schedules testing.
I.F. Prepares confidential reports, letters, and memorandums using word processing
software.
J. Maintains monthly, quarterly, and yearly records.
K.G. Types minutes from various committees within department.
L.H. Maintains current information on web site.Updates department’s website, intranet,
and social media applications.
M. Coordinates safety training for all City staff.
N. Coordinates multi-rental housing inspection program. Issues rental housing licenses.
Works with City Attorney on housing inspection program enforcement issues.
O. Coordinates firefighter training.
P. Assists with grant writing.
Q. Issues all City employee ID’s.
I. Assists Fire Chief in Emergency emergency Management management planning and
coordination of the city’s safety program.
R.J. Proofreads documents to ensure accuracy of copy, grammar, punctuation, and
syntax.. Updates all Emergency Management documentation.
S. Manages pagers for all fire fighters and police reserves.
3. Performs general accounting duties.
A. Assigns account codes to invoices.
B. Processes invoices for payment, verifies invoice accuracy, obtains approval for
payment, and submits to the Finance Department for payment.
C. Ensures all firefighters have completed all appropriate payroll forms.
D. Prepares weekly roll call and payroll reports and submits to the Human Resources
Division.
E. Assists the Fire Chief with budget preparation for the Fire Department, Fire
Inspections, Emergency Management, and Health and Safety.
4.5. Performs other essential job duties.
A. Regular and timely work attendance.
B. Follows all safety procedures.
C. Participates in safety training.
D. Performs other duties as assigned by the fire chief.Fire Chief and Building
Maintenance Supervisor.
Required Knowledge, Skills, and Abilities
Skilled in proofreading written material for proper grammar and punctuation usage.
Skilled in interpersonal and public relation skills.
Skilled in organization and maintaining order of supplies.
Skilled in paying attention to detail.
Ability to respond to large emergency events to assist the Fire Chief.department.
Page 3
Building Maintenance/Fire Administrative Assistant
This Position Description is not intended to be all-inclusive. It is within the City of Elk River’s discretion
to assign additional duties and responsibilities or remove duties and responsibilities at any time.
This Position Description does not constitute a Contract of Employment.
Ability to work as a team member under stress.
Ability to accurately type 45 WPM.
Ability to adapt to and introduce change.
Ability to be creative.
Ability to present a positive and professional image of the City to the public.
Ability to read, write, and comprehend basic instructions.
Ability to work independently.
Minimum Qualifications
High school diploma or equivalent.
One-year experience with Microsoft Office software, especially Excel, Outlook, Word and
Publisher.
Ability to work effectively with the public.
Valid MN Driver’s license.
Preferred Qualifications
Receptionist/Administrative Assistant experience.
General accounting experience or education.
Familiarity with operations of a Fire fire Departmentdepartment., Building Maintenance
Department, and/or city government.
Familiarity with Firehouse Software.public safety software.
Familiarity with Building Maintenance Software.