Administrative Assistant - Fire Marshal - City of Stafford

ESSENTIAL DUTIES AND RESPONSIBILITIES: The below statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required. This description is subject to modification as the needs and requirements of the position change.

• Provides administrative support for the department including: preparing agendas and minutes; reviewing and processing purchase requisitions, disbursement requests, payment information, invoices, work orders, permits, and/or department specific forms and documents; preparing, reviewing, screening and/or distributing correspondence, reports and other documents related to assigned area.
• Assists internal and external customers by answering questions and providing information regarding services, processes and procedures; researches and responds to questions, inquiries or complaints; and/or refers requests to appropriate resource.
• Retrieves, updates, tracks and maintains files, logs, records, and database information. Maintains records, images and retains documents according to retention procedures.
• Schedules meetings, appointments, and/or services; maintains calendars and coordinates meeting or event logistics; identifies, assembles and distributes meeting documents.
• Monitors inventory, equipment maintenance needs and/or supplies for assigned area. Research needs and prepares or initiates requisitions to replenish stock or maintain equipment.
• Attendance in accordance with scheduled works hours that may vary based upon need.
• Function as office liaison with community and businesses.
• Data entry of fire permit, inspection, prevention and other related tasks/items.
• Fire permit application process, issuance, renewal and tracking.
• Assist in budget documentation and tracking.
• Contributes to the overall success of the department by performing other duties as assigned.
• Subject to 24 hour recall: The City reserves the right to require an employee in this position to work overtime including during emergency situations (defined as any natural or man-made disaster that may or may not necessitate the relocation of City personnel or citizens). In the event of an emergency and/or a required evacuation, the incumbent may be required to remain at work to provide needed services or perform essential duties for the benefit of the general public including services or duties different from those performed in the normal course and scope of the position.

KNOWLEDGE, SKILLS & ABILITIES: To perform in this position successfully, and individual(s) must be able to perform each essential duty and responsibility satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.

• Strong customer service skills
• Strong organizational, technical, computer and analytical ability.
• Ability to meet time deadlines and effectively communicate/interact with other employees.
• Strong written and verbal communication skills and arithmetic skills.
• Ability to work independently, as well as in a team environment.
• Focus on needs of citizens.

EDUCATION, EXPERIENCE AND TRAINING (Certification/Licensure): The preferred way to obtain the minimum knowledge, skills and abilities to perform the essential duties and responsibilities of this position are listed below. The City reserves the right to allow substitutions in the event that a candidate or incumbent exceeds requirements in one area but may be deficient in another.

• High school diploma, GED or equivalent, and three (3) years of administrative/clerical experience; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.
• Valid Texas Driver's License

ADA AND OTHER REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals to perform the essential functions.

Light Work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work.

The City of Stafford is an Equal Opportunity Employer