Administrative Services Assistant I - Fire

Administrative Services Assistant I - Fire

• Provides administrative support, information and direction to employees and public regarding Fire Department activities.
• Assists Fire Department staff personnel with correspondence, special tasks, assignments, coordinating department events, and record keeping. 
• Assists with the day-to-day operations of the Fire Department. Performs all payroll functions for Fire Department including but not limited to monitoring leave, hours worked and premium pay for all Fire Department personnel.
• Assists Fire Department staff personnel with the operation of the City and/or Fire Department Emergency Operations Center during major emergencies or disasters in the City of Leawood. 
• Responsible for coding, preparing, monitoring and reconciling department expenses. Expenses include but are not limited to purchase cards, petty cash, purchase requests, invoices and travel expenses for the Fire Department. Completes a monthly review of department accounts for any discrepancies.
• Responsible for verifying, reviewing and processing vendor invoices in the financial system and processing the payments through the City’s Financial System. Maintaining the vendor maintenance file.
• Responsible for maintaining an inventory of Fire Department office supplies.
• Responsible for updating and maintaining Fire Department personnel records in appropriate electronic and paper filing systems. 
• Coordinates department travel plans including but not limited to arranging transportation and lodging, travel expenses and required registration.  
• Coordinates employee pay changes with Human Resources duties include but are not limited to collecting requirement paperwork for merit, career developments, promotions and time in services. 
• Assists the Deputy Fire Chief in coordinating department annual physicals with the corresponding entities including but not limited to Human Resources, the medical provider and fire personnel. 
• Coordinates the hiring and promotional process for Fire Department employees.
• Acts as the custodian of Fire Department incident records, fire prevention records, and other miscellaneous records and legal documents; dispenses requested information in compliance with the State Statues and ensures confidentiality of all information.
• Assists the Deputy Fire Chief and Division Chiefs in coordinating the Department’s external and internal communications including press releases, citywide newsletters, and marketing materials and the department’s section of the City’s website regarding the Fire Department.
• Assists employees and the Fire Department in City’s timekeeping system, duties including tracking, reconciling timecards and training of Fire Department personnel. 
• May receive and assist the public on 9-1-1 emergencies. Responsibilities include but are not limited to assessing the situation calmly, retrieving pertinent information from emergency calls and walk-ins, and dispatching fire department.
• Employee may be asked by the supervisor to perform other duties that are not listed but essential to the job. 

• Ability to read, write, and understand the English language with proper spelling and grammar to communicate effectively both orally and in writing. 
• Ability to understand and use the city’s software programs, including but not limited to financial system, time keeping system and department software. 
• Ability to make rational decisions efficiently during variable and sometimes stressful conditions, including the ability to calmly interact with the public and other City personnel.
• Ability to prepare clear and concise work related correspondence. 
• Ability to protect and maintain confidentiality of information. 
• Ability to prioritize work and meet deadlines with effective results. 
• Ability to use safe work practices while on the job.
• Ability to learn and utilize the Johnson County WebEOC platform to communicate with other agencies in support of disaster or emergency exercise operations.
• Ability to understand and operate the city’s financial software program.
• Ability to understand and operate server and cloud based records management systems. 
• Standard office procedures, systems and practices including the use of a computer. 
• Utilize computers and software programs to include designated records management system to produce documents, reports, graphs, and presentations.

• Must have a high school diploma or equivalent.  An Associate’s degree from an accredited college or university in Business, Public Administration or related field, preferred. 
• Minimum of two (2) years of experience in an administrative or clerical position. Five (5) years of experience in public safety or municipality preferred. 
• Must have or be able to achieve CPR/First Aid certification within 90 days of hire. 
• Must be proficient in the use of Microsoft Office.
• Completion of NIMS IS 100 and IS 700 requirement within one (1) year of hire. 
• Must possess a valid driver’s license and acceptable driving record per the City’s drivers Use of Vehicles for City Business policy throughout employment with the City.