Administrative Specialist II - Lake Havasu City

Department: Fire

Division: FD/Prevention & Community Risk Reductions

FLSA Status: Non-Exempt

Grade: GN12

Salary: $23.44 - $34.22

Closing Date: August 12, 2024, 5:00pm

External Candidates: To apply for this position, you must complete the full application.

Resume in lieu of application will be denied for incomplete application.

Internal Candidates: To apply for this position, log in to Oracle and into the Current Jobs section. Add your skills and certifications, and you MUST attach a resume in the attachment section of the applications.

General Definition of Work

Performs intermediate and specialized skilled administrative support work performing a variety of administrative and clerical duties in support of the day-to-day operations by procuring specialized supplies, services, and equipment, assisting management with budget preparation, public bidding processes, and preparing applications for licensing, preparing and maintaining department records and reports, and related work as apparent or assigned. Work is performed under the limited supervision of the assigned supervisor.

The ideal candidate will be a self-motivated, dependable individual that can provide support to the Fire Department in their operations. They will have a high level of competence in performing administrative duties with skills in Microsoft Office Suite, experience in accounting assignments, conducting research, and performing analysis. Excellent verbal and writing skills, and strong customer service skills both with internal and external customers are a must. They will have the ability to exercise discretion when handling sensitive personnel information.

Qualified candidates will be required to participate in Online testing, which will consist of Basic Microsoft Word (2016) and Basic Microsoft Excel (2016). Candidates will receive separate testing notifications via email or text messaging and must complete testing as instructed; no extensions of the deadline will be given.

Essential Functions

The requirements listed below are representative of the knowledge, skill, and/or ability required and are subject to change as needs and job requirements change. Position assignments may vary. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions.

Assists with budget preparation, account management, expenditure tracking, reports, and account verification activities and transfers; maintains and monitors petty cash; maintains department inventory and supplies, uniforms, and monitors departmental funding.

Receives, screens, and processes telephone calls and serves as receptionist for the department; word and data processing duties; maintains records and files; prepares reports.

Coordinates with asset management staff to maintain cost tracking and identification of asset activities; provides documentation and department information for use in future planning and budget preparation; prepares activity reports and provides information on asset activities to department staff, asset administrators, and finance department, ensuring that all documentation complies with relevant regulations and standards.

Verify departmental time sheets for submission to accounting and payroll for processing; verify that submitted time sheets are being captured in work orders and cost centers.

Creates and maintains program databases, departmental records, and personnel records, and ensures compliance with policies and procedures; maintains file system for development, organization, and maintenance, ensures that all are maintained in accordance with the City's files and retention policies.

Performs special project activities as needed or required including report preparation, conducting surveys, research, analysis, trends, document preparation, and council communication; reviews and prepares reports that are to be shared with other departments, management, contractors, and the public.

Takes and transcribes meeting minutes; proofreads meeting minutes to ensure accuracy.

Creating, maintaining, and reporting core compliance documents, as state and federally mandated.

Manages and maintains website and social media sites.

Communicate with other agencies, committees, and elected officials.

Prepares and submits contract purchases, purchase orders, and procurement documentation, processes purchase orders, credit card transactions for the department, and procurement activities.

Maintains and monitors the department's calendars and schedules, including work schedules, personnel, and meetings.

Prepares, reviews, finalizes, and coordinates contract documents; processes contract awards, project billing, and project monitoring.

Arranges the publication of official notices, agendas, minutes, ordinances, and resolutions.

Operates and maintains motor vehicles or other work-related equipment requiring a valid driver's license.

Position within the Fire Department requires all the above Essential Functions in addition to the following:

Research and analysis of local fire permitting trends, fire protection system reports, and community-specific program coverage, including inspection frequency, risk assessment, and activity completion rate.

Assist with program management, workflow efficiency, and routine analysis of Fire Prevention and Community Risk Reduction programs to such as Fire Protection System Inspection, Testing, Maintenance database, Occupancy Inspection database, Building and Fire Permit database, and Public Education delivery.

Assist with fire incident and investigation case management and report tracking with local community analysis for community risk reduction through public education programming.

Assist in processing fire safety permits for construction, events, or other activities. Ensure that the applications are complete.

Schedule and coordinate fire safety inspections of buildings, facilities, and equipment. Communicate with inspectors, property owners, and tenants to facilitate the inspection process.

Support public education and outreach efforts related to fire prevention.

Minimum Qualifications

High School diploma or GED and considerable experience in customer service, vendor management, budgeting, or equivalent combination of education and experience.

Special Training

Must meet and maintain all training and education requirements for the position.

Commission as Notary Public in the state of Arizona based on departmental need.

Knowledge, Skills & Abilities

Thorough knowledge of office administration practices and procedures; thorough knowledge of principles and practices of sound business communication; thorough knowledge of correct English usage, including spelling, grammar, and punctuation; thorough knowledge of City organization, rules, policies, and procedures applicable to assigned function; thorough knowledge of record keeping, filing, and purchasing practices and procedures; thorough knowledge of administrative support procedures relating to the mission of the assigned department; thorough knowledge of departmental codes, regulations, and standards; general knowledge of all methods, procedures, policies, and activities related to purchasing and inventory control activities; general knowledge of financial terminology, methods, procedures, and equipment.

Skill in the use of personal computers, associated software packages, hardware, and peripheral equipment.

Ability to independently maintain responsibility for a variety of routine to complex administrative activities; ability to compose and prepare correspondence; ability to type accurately at a speed necessary to meet the requirements of the position; ability to set priorities and exercise sound independent judgment within areas of responsibility; ability to organize and maintain office and specialized files; ability to ensure data accuracy and integrity; ability to communicate effectively orally and in writing; ability to properly compose a variety of memoranda or letters; ability to compile and analyze fiscal, statistical, and other information and data; ability to use tact, discretion, and diplomacy in dealing with sensitive or confidential issues; ability to establish and maintain effective working relationships with associates, supervisors, vendors, contractors, other departments, and the general public.

Working Conditions

This work requires the occasional exertion of up to 10 pounds of force; work regularly requires sitting, speaking or hearing, using hands to finger, handle or feel and repetitive motions, frequently requires reaching with hands and arms and occasionally requires standing, walking, and stooping, kneeling, crouching or crawling; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word and conveying detailed or important instructions to others accurately, loudly or quickly; hearing is required to perceive information at normal spoken word levels and to receive detailed information through oral communications and/or to make fine distinctions in sound; work requires preparing and analyzing written or computer data and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).

Applicants for employment opportunities should be aware of the Lake Havasu City policies concerning the use of drugs and alcohol. These policies have not been altered by the passage of Proposition 207. The use of recreational marijuana is a violation of the City's Drug Free Workplace Policy. All positions within the City are required to submit to a pre-employment drug test. A positive result for drugs tested under the policy, including recreational marijuana, may be grounds for withdrawal of an offer of employment.

The City reserves the right to consider only the most highly qualified applicants. The succeeding examination processes may be required: training and experience, testing, panel interview, employment eligibility verification (EEV) requirements, personnel evaluation profile (PEP), polygraph test, background investigation, and alcohol/drug screening test. Appointment is subject to a successful background investigation and City paid post-employment medical examination after an offer of employment has been made.