Description
This position is a long-term temporary assignment comprising approximately 16 hours per week and is responsible for administrative and clerical duties supporting the City of Fairfax Fire Department’s Administrative Offices.
Under the general supervision of the City of Fairfax Fire Department’s Management Analyst, performs a variety of administrative assignments of moderate difficulty involving the exercise of independent judgment and initiative. Work will be varied, requiring some knowledge of the department’s goals and objectives.
Examples Of Duties
Plans, initiates, and completes a variety of administrative assignments.
Composes and prepares varied correspondence following established policies or procedures.
Greets callers and visitors, assess the caller’s or visitor’s needs, and answers inquiries within the context of the department’s policies and procedures; initiates correspondence responding to inquiries or requests.
Receives and provides general information when requested; responds to inquiries requiring initiative, judgment, and interpretation of rules, regulations, and procedures.
Distributes signed departmental training requests and prepares, tracks, and finalizes financial travel documentation.
Inputs travel documents and invoices into the city’s financial software and department’s budget tracking system for disbursement of checks and payments.
Assists with scheduling fire station meeting spaces on the department’s master calendar.
Uploads and records department p-card receipts and payments.
Opens, processes, and distributes department mail and correspondence, appropriately prioritizing items needing attention.
Generates a variety of departmental documents using knowledge of applied software such as Microsoft Office and Adobe Acrobat.
The duties listed above are intended only as an illustration of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.
Qualifications
Requires High School graduation or GED equivalent.
Requires six months of administrative work or closely related experience.
Necessary Knowledge, Skills, and Abilities :
Knowledge of department operations and organization or ability to acquire such knowledge during a reasonable training period.
Knowledge of standard office practices and procedures, equipment, and clerical techniques.
Thorough knowledge of business English, grammar, punctuation, and arithmetic.
Ability to interpret, apply and communicate policies, procedures, and services.
Ability to proofread documents to conform with given principles of style and format.
Ability to prioritize, organize, and perform work independently.
Ability to compose and prepare routine and more complex correspondence.
Ability to complete basic numerical work in budgeting and finance.
Ability to communicate ideas effectively, both verbally and in writing.
Ability to establish and maintain effective working relationships with officials, employees, and the general public and to deal with problems and sensitive issues courteously and tactfully.
Ability to effectively utilize computer systems and software related to office management, including Adobe Acrobat and Microsoft Office products such as Outlook, Word, and Excel.
Ability to understand and follow complex oral and written instructions or directions.
Ability to make independent decisions affecting office operations.
Supplemental Information
Hours: 16 hours a week, 2 full days preferred.
Position is considered Temporary and will not be able to work more than twelve months consecutively.
Permitted to work up to 1559 hours in a fiscal year.
No benefits or leave provided.
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