Job Details

*ADMINISTRATIVE SPECIALIST I*

Lake Havasu City, AZ

#OC25-129

Closes: December 4, 2024

Salary: $19.29 - $28.16/Hourly; DOQ

FLSA Status: Non-Exempt

Department: Fire

Division: FD Emergency Medical Services & Training Divisions

General Definition of Work

Performs intermediate skilled administrative support to assigned department/division performing a variety of administrative and clerical duties in support of the day-to-day operations by providing customer service, maintaining department files and records, and related work as apparent or assigned. Work is performed under the moderate supervision of the assigned supervisor.

To apply for this position: Select apply and add your skills and certifications, and you MUST attach a resume in the attachment section of the applications.

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 basic administrative duties, have basic skills in Microsoft Office Suite, excellent verbal and writing skills, and strong customer service skills both with internal and external customers. 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 notification via email or text messaging and must complete testing as instructed; no extensions of deadline will be given.

Minimum Qualifications

High School diploma or GED and moderate experience in an administrative support role, or equivalent combination of education and experience.

Special Qualifications

May require specific certifications and/or licenses depending on departmental assignment.

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

Valid Driver's License of the appropriate class.

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.

Provides administrative and clerical support to the assigned department/division, commission, committee, etc.; prepares, drafts, and processes a wide variety of documents that may include agendas, applications, contracts, correspondence, forms, licenses, manuals, minutes, permits, and where knowledge of formatting and presentation is necessary.

Answers telephones and routes calls to the proper department or personnel; provides information; answers question and responds to inquiries or complaints.

Acts as a liaison between departmental staff and Payroll; verifies departmental timecard records and submits for payroll processing.

Responds to inquiries and resolve problems or discrepancies relating to departmental office functions.

Enters a variety of data into specialized computer software; checks and reviews a variety of data for accuracy, completeness, and conformance to established standards and procedures; enters and retrieves sensitive and restricted information into computer systems. Develops and runs queries and reports.

Coordinates and assists with processing a variety of financial data and performing calculations to post statistical and other records applications applying a knowledge of policy and regulations.

Assists in training departmental staff and provides technical advice.

Designs and produces comprehensive documents which may include annual audit financials, booklets, brochures, pamphlets, press releases, and reports.

Maintains and updates calendars and scheduling packets; schedules and coordinates appointments, conferences, meetings, or other events as needed or required.

Participates in meetings and serves on departmental committees. Takes/transcribing minutes.

Plans and coordinates events and activities to include making travel arrangements, scheduling teleconferences, scheduling training classes and course registrations, and creating detailed itineraries.

Prepares and maintains a variety of office and financial files, accounts, and other records; compiles information and verifies data; submits data to the correct department or individual for processing.

Monitors and maintains inventory of supplies, uniforms, and/or equipment for department needs.

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:

Maintain Fire Department training programs, records, and department files.

Assist with program management, workflow efficiency, and routine day to day activity of Fire and EMS Training programs.

Track hours and generate progress and completion reports, update bulletins and calendar.

Prepare and generate training task notebooks and create profiles, assign training packets within Vector Solutions and Prodigy.

Enter and Track Certification expiration for Fire Department Personnel.

Schedule and coordinate training/meetings for the training facilities, conference/classrooms and equipment.

Prepare, complete and file required travel documents and make travel arrangements for Fire Suppression and Fire Prevention personnel.

Prepare and Follow-up on work orders and gather expenditures for budget projection

Support all fire department personnel regarding training needs and requirements.

Knowledge, Skills & Abilities

General knowledge of office administration practices and procedures; general knowledge of principles and practices of sound business communication; thorough knowledge of correct English usage, including spelling, grammar, and punctuation; general knowledge of City organization, rules, policies, and procedures applicable to assigned function; general knowledge of record keeping, filing, and purchasing practices and procedures; general knowledge of administrative support procedures relating to the mission of the assigned department; 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 communicate effectively orally and in writing; ability to properly compose a variety of memoranda, letters, and other document types; ability to compile and analyze fiscal, statistical, and other information and data; ability to train City staff as needed; 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 speaking or hearing, using hands to finger, handle or feel and repetitive motions, frequently requires walking and sitting and occasionally requires standing, climbing or balancing, stooping, kneeling, crouching or crawling, reaching with hands and arms and pushing or pulling; 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 subject to successful background investigation and City paid postemployment medical examination after offer of employment has been made.