5.6.B. SR 01-02-2007
City of Elk River Item Number
REQUEST FOR COUNCIL ACTION 5.6.B.
Agenda Section I Meeting Date Prepared by
Consent January 2, 2007 Bruce A. West, Fire Chief
Item Description Reviewed by
i\.uthorization to Advertise for Part-Time Office Assistant for
the Building lvlaintenance/Fire Department
Introduction
\Vith the appro\ral of the 2007 Fire Department budget is the addition of an Office ~\ssistant for the
Building I:vIaintenance Department and Fire Department.
Discussion
None
Financial Impact
$24,550 (includes computer and office furniture)
Attachments
· Building Maintenance/Fire Department Office Assistant Job Description
Action Requested
IYIayor and Council authorization to ad,rertise for the part-time Office Assistant for the Building
IvIaintenance/Fire Department.
Council Action
l\Iorion by _
Second by _
'lote
Follow Up
S:\Council\Bruce\2006\Auth to Advertise for Oftice Asst.doc
City of Elk River
Office Assistant
Position Description
Department/Division:
Building Maintenance/Fire Department
Pay Grade: I FLSA Status:
3 Non- Exempt
Positions Supervised:
Immediate Supervisor:
Fire Chief
I Last Updated: (date)
1/2007
N/A
Position Sununary
The Office Assistant perfonns a vari~ty of duties including answering phones and welcoming
visitors to the facility. Responsible for providing administrative support to the Fire Department and
Building Maintenance Department
Essential Functions
1. Perlorms receptionist duties.
A Receives incoming calls to the Fire and Building Maintenance Departments.
B. Answers routine questions.
c. Greets the public.
D. Explains departmental selVices, programs, and procedures.
2. Performs clerical support duties.
A Receives correspondence, sorts mail, and fonvards to appropriate personnel.
B. Assists in ordering, inventorying and maintaining fire, office, and maintenance
supplies.
c. Maintain records of firefighter hours, training hours, and infonnation necessary to
process payrolL
D. Maintain and process software for 1v1FIRS (Minnesota Fire Incident Reporting
System) .
E. Maintain building maintenance software.
F. Drafts and prepares correspondence and letters and responds to public inquiries.
G. Maintains the administrative and personnel files.
H Maintains and coordinates the new firefighter hiring process.
I. Corresponding to prospective applicants, schedules intervieVlS, and sets up and
schedules fire department testing.
J. Prepares confidential reports, letters, and memorandums using word processing
software.
K. Maintains monthly, quarterly, and yearly records.
L. Maintains data input for all fire incident reports and properly files these reports.
M. Types minutes from various committees 'Within department.
N. Maintains current information on web site.
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3. Perlorms general accounting duties.
A Assign account codes to invoices.
B. Process invoices for payment, verifies invoice accuracy, obtains approval for
payment, and submits to the Finance Department for payment.
C. Ensure all firefighters have completed all appropriate payroll forms.
D. Prepare weekly roll call and payroll reports and Sllbmit to the Finance Department.
4. Perlonns 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 and Building Maintenance
Supervisor.
Required Knowledge, Skills, and Abilities
D Skilled in proofreading written material for proper grammar and punctuation usage.
o Skilled in interpersonal and public relation skills.
D Skilled in organization and maintaining order of supplies.
o Skilled in paying attention to detail.
o Ability to work as a team member under stress.
o Ability to accurately type 45 WPM.
o Ability to adapt to and introduce change.
D Ability to be creative.
o Ability to present a positive and professional image of the Gty to the public.
o Ability to read, write, and comprehend basic instructions.
o Ability to work independently.
MinitnulU Qualific a tions
o High school diploma or equivalent.
o One-year experience vv.ith Microsoft Office software, especially Excel, Outlook, Word and
Publisher.
o Ability to work effectively with the public.
o Valid 1v1NDriver's license.
Preferred Qualifications
o Receptionist/ Administrative Assistant experience.
D General accounting experience or education.
o Familiaritywith operations of a Fire Department, Building Maintenance Department, and/or
city government.
o Familiarityvvith Firehouse Software.
o Familiarity with Building Maintenance Software.
This Position Description is not intended to be all-inclusive. It is within the Gty of Elk River's discretion
to assign additional duties and responsibilities or remove duties and responsibilities at anytime.
This Position Description does not constitute a Contract of Employment
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Building Maintenance/Fire Admin Assistant