Job Description

Administrative Coordinator - Fire

Department: Fire Reports to: Fire Chief

Under basic supervision, performs a wide variety of administrative, customer service, and technical support functions of a highly responsible nature in relieving a Director of technical, organizational, and administrative duties; performs special assignments and resolves operational issues, using knowledge of the operations and policies of City and Odessa Fire Rescue (OFR)

Essential FunctionsEssential duties and responsibilities may include, but are not limited to, the following:

• Independently plans and coordinates executive support functions and services; provides administrative management of sensitive and confidential issues; exercises initiative and considerable independent judgement in performing administrative functions.
• Manages aspects and researches related information for special projects and programmatic assignments, requiring knowledge of operations, policies, and procedures of the City and the OFR.
• Assures that Fire Chief's action items are properly processed, managed, and resolved; prepares information necessary for administrative decisions and implementation of policies and decisions.
• Maintains calendars, and resolves complex meeting and travel schedules for the Fire Chief. Coordinates meeting rooms and resources; coordinates meeting agendas, minutes, action item lists and presentation materials.
• Completes departmental requirements by scheduling and assigning duties to administrative staff, following up on work results.
• Processes a variety of administrative forms, maintains and updates City records and information tracking systems; prepares correspondence, reports, accounting records, and administrative documents.
• Assists with managing personnel and payroll files; researches files and computer databases; assures all administrative actions are in compliance with City policy, procedures, and guidelines.
• Acts as department representative in records management program. Maintains department record information, retention schedule, and destruction log.
• Works with administrative staff to coordinate the EMS Lifeline program including planning of advertising campaign, enrollment and records management.
• Provides informed and confidential technical assistance to customers and others having business with the City; assists customers with requests, applications, and other documents; retrieves and releases information according to City procedures; explains City rules, policies, and procedures.
• Assists the Fire Chief with financial objectives by preparing the annual budget.
• Maintains professional and technical knowledge that will aids productivity and efficiency within the department.
• Supports the departmental operations with regular and timely attendance.
• Supports the relationship between the City of Odessa and the general public by demonstrating courteous and cooperative behavior when interacting with visitors, all Odessa Fire Rescue personnel, and City staff; maintains confidentiality of work-related issues and City information; performs other duties as required or assigned.

Essential functions, as defined under the Americans with Disabilities Act, may include any of the representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer.

Minimum Qualifications:

Education, Training and Experience Guidelines High School Diploma/GED required. Associate's degree preferred. 1 year of experience as an Administrative Assistant or Senior Administrative Assistant

Knowledge of:

• Policies, rules, and regulations covering specific areas of assignment.
• City administration policies, including accounting, budgeting, payroll, purchasing, and personnel rules.
• Operations, services, and activities performed by assigned department.
• Methods, procedures, and standards for public sector accounting, record keeping, file maintenance, and records management.
• Methods and techniques of researching and compiling data for reports and presentations.
• Customer service principles, protocols, and methods.
• Business computers and standard MS Office software applications.

Skill in:

• Understanding, and applying relevant rules, ordinances, codes, regulations, administrative orders, and other governing regulations.
• Interpreting and explaining policies and procedures of assigned department.
• Using initiative and independent judgment within established procedural guidelines.
• Researching and compiling data for reports and technical documents.
• Dealing tactfully and courteously with the public.
• Following verbal and written instructions and procedures.
• Entering data with high levels of accuracy and productivity.
• Establishing and maintaining cooperative working relationships with co-workers.
• Communicating effectively verbally and in writing.

License and certification requirements: A valid Texas State Driver's License is required. Specific technical training and certification may be required for some incumbents. Must have or obtain a Notary Public within one year of employment.

Physical demands and working environment Work is performed in a standard office environment.