Administrative Support Specialist

Administrative Support Specialist

We are searching for an experienced Administrative Support Specialist at our FIRE facility.

Primary Duties and Responsibilities:

The Mebane Fire Department is looking for an Administrative Support Specialist to join our team. If you are a team player and dedicated to providing excellent customer service, this is the position for you.

Distinguishing Features of Class
An employee in this class serves as a primary administrative support for the Fire Department. Emphasis of the work is on providing administrative support services in one or more functional areas (divisions or programs) of department operations and mainly supports the Fire Marshal's Office. Work is generally performed independently with general to specific assignments provided by a senior administrative official or department director and requires initiative, independent judgment, and discretion due to the nature of the information accessed or provided. You may have a high degree of interaction with citizens, officials, and others requiring interaction with the department. Work assignments may also include serving as backup to other support personnel during absences or as support to complete critical time-sensitive projects.

Illustrative Examples of Work
Researches special and technical issues to complete special projects
Collects and makes limited interpretation of data for records and produces reports
Performs varied bookkeeping functions including journal entries and processing reimbursements
Creates and processes forms, memos, letters, reports, charts, minutes, policies, budgets, notices and announcements for the department
Serves as the custodian of records to ensure policies, ordinances, maps, schedules, fees, phone numbers and codes relating to the department are current
Collects and routes daily mail, time cards, and payroll checks
Communicates with the public, sales representatives and City employees via telephone, email, two-way radio and in person on a daily basis to provide or obtain information
Dispatches personnel to respond to, assess, and resolve requests for service
Makes business appointments and travel arrangements for department staff; coordinates meetings, conferences, and interoffice functions; prepares travel requisitions, calculates refunds, expenditures and reimbursements
Prepares and maintains personnel and payroll data; maintains contract files and purchase records and monitors expenditures; provides training to staff in department processes as required
May be assigned to maintain the department's web page; posts routine new or updated information and links not requiring web-based technical expertise
Operating standard office equipment including computers, laser printers, fax machines, copiers and two-way radio
Performing related tasks as required

Knowledge, Skills and Abilities
Comprehensive knowledge of computers and various software packages
Ability to take and transcribe minutes of meetings accurately
Ability to use modern office computer technology and related software; ability to make mathematical calculations and perform work assignment requiring the use spreadsheet software such as Excel (or equivalent)
Ability to effectively communicate with the public including establishing and maintaining effective working relationships
Ability to follow oral and written instructions
Ability to acquire knowledge of the policies, procedures, and services of the department to which assigned; ability to make limited interpretations of policies and procedures within guidelines established by the department or City
Ability to develop and maintain moderately complex records and prepare written or statistical reports from such records; ability to provide administrative support to other personnel in the department to which assigned or to other City departments when required
Ability to work independently on responsible and confidential assignments

Physical Requirements and Working Conditions
Work in this class is generally sedentary. Work requires the ability to see, hear, talk, and the physical ability to move about the office. Work requires dexterity in the hands for typing and operation of standard office equipment. Visual acuity is necessary to read handwritten and typewritten materials and operate a computer terminal.

Education and Experience
Graduation from high school or GED equivalency and 3 - 5 years of responsible administrative support experience; an Associate's Degree in business or related field of study related to the nature of the work performed is desired.

Special Requirements
North Carolina Driver License; may be required to obtain and maintain a Notary Public
FLSA Status: Nonexempt

Disclaimer
This classification specification has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to perform the job. The Physical Requirements and Working Conditions section of this classification may vary from position to position and a more thorough description of these elements can be found in the employee's Position Description Questionnaire (PDQ). The City reserves the right to assign or otherwise modify the duties assigned to this classification.

Required Qualifications:

Non-Exempt

Annual Salary

39,229.00 - 61,295.00

Our company provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.