What are the responsibilities and job description for the Administrative Assistant position at City of Williston?
JOB
The City of Williston is seeking am Administrative Assistant - Operations & Training Division to join the Williston Fire Department.Summary: Under administrative direction of the Chief Staff, the Administrative Assistant manages a variety of scheduling, financial, and administrative services in support the Operations & Training Division within the department. Supervision Received: Chief Staff and/or designated supervisor Supervision Exercised: None FLSA Status: Non-Exempt Essential Job Functions: Essential responsibilities and duties may include, but are not limited to, the following: Greets visitors and phone callers; provides information or resolves issues or complaints if possible; refers visitors or callers to appropriate staff person.Sorts and distributes incoming mail and correspondence, both hard copy and electronic.Coordinates complex calendars, meetings, and complex and flexible travel schedules for the department.Schedules appointments and/or classes for community members.Manages a reoccurring task, as necessary.Provides administrative support to the Chief Staff and/or designated supervisor; schedules meetings; listens, interprets, takes, and transcribes meeting minutes; conducts mailings; distributes information to necessary personnel.Has good listening skill; can receive a list of instructions and can follow them without much follow-up; can ensure the information is recorded and/or relayed accurately.Performs general office duties, including copying, scanning, faxing, drafting reports, ordering office supplies, arranging for repair of office equipment, and maintaining the office filing system.Inputs information quickly and accurately from a variety of sources into a computer database.Plans, coordinates, and executes public education events taking place at the department or on the behalf of the City of Williston Fire Department. Has the ability to audit data.Gathers and assembles information and materials; researches, compiles and evaluations information for special projects; extracts and summarizes information from files, records, and other sources; prepares reports, graphs, displays and other exhibits in MS Powerpoint or equivalent.Works directly with the Chief Staff and/or designated supervisor in the preparation and implementation of short and long-range plans; represents the department in various internal/external meetings and conferences.Invoice processing (Accounts Payable): Enters invoices, routes for approval, makes payments via online, check, or credit card; Balance statements to actual invoices. Prepares all necessary Accounts Receivable invoices, tracks AR payments, prepares bank deposits, and monitors outstanding balances. Assists in monitoring monthly financial activities, AR/AP QA/QI, bank statements, accounts receivable balances and reimbursement requests. Maintains and prepares reports monthly, quarterly, and annually.Responsible for ordering and managing inventory of supplies and/or uniforms.Ensures compliance with any regulations set by, but not limited to CPSE, ISO, NFPA, FEMA, IAAI, IAFF, or other programs having jurisdiction. Must be able to exercise some independent judgement and critical thinking skills.Performs all work duties and activities in accordance with City policies and procedures. Be physically present in attendance at the worksite.Perform all work duties and activities in accordance with City policies and procedures. Performs other duties as assigned by the Chief Staff and/or designated supervisor. NOTE: The functions and duties listed are intended only as illustrations of the various types of work that may be performed and reflect the general details necessary to describe principal functions of the job as identified and shall not be considered as a detailed description of all work requirements that may be inherent in the position. The omission of the specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. Required Education, Experience, Certifications and Licenses: High School diploma and/or GED.Two years of experience in mid-level administrative support environment. Possession of a valid State of North Dakota Driver's license. Preferred Knowledge, Skills, and Abilities: Preferred Knowledge: Associate degree or above in administration, business management, finance, accounting, a fire related program and/or a closely related field.Experience in governmental/fund accounting.Experience in Federal grants management.Experience in managerial or supervisory capacity.Preferred Skills and Abilities: Solid communications skills-both written and verbal-and proficient at proofreading.Maintains discretion and confidentiality in relationships with the Chief Staff and/or designated supervisor. Skilled in maintaining records-both hard copy and electronic.Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail. Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, and external partners.Expert level written and verbal communication skills. Demonstrated proactive approaches to problem-solving with strong decision-making capability. Highly resourceful team-player, with the ability to also be extremely effective independently. Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response. Demonstrated ability to achieve high performance goals problem solve and meet deadlines in a fast-paced environment.Forward looking thinker, who actively seeks opportunities and proposes solutions.Knowledge of the principles and practices of modern financial and grants management, auditing, and accounting.Proficient in MS-Office including Word, Excel, Outlook, PowerPoint, and other software applications such as Adobe Acrobat. Skill in working independently or as a team member. Training opportunities available to obtain desired certifications for incumbents who have met the minimum certificate, license, and registration requirements. Language Skills: Ability to communicate clearly and concisely, both verbally and in writing. Ability to read, analyze and interpret general business documents, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence and procedure manuals. Ability to effectively present information and respond to questions from managers, employees, and the public. Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several variables. Ability to define problems, collect data, establish facts, and draw conclusions. Ability to deal with problems involving several concrete variables. Ability to calculate figures and amounts. Communications: Regular contacts within the department and City of Williston, third parties, outside representatives, community groups, and mutual aid partnerships as needed. Use of Equipment and/or Computers: Regular use of technology and equipment for job-related functions will be required including but not limited to computers, phones & printers. Physical Demands: Environmental: Office environment; exposure to computer screens. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee regularly works indoors but sometimes travels within the city for reasons related to the job. The noise level in the work environment is moderate. Physical: Essential and supplemental functions may require maintain physical condition necessary for standing or sitting for prolonged periods of time; extensive use of computer keyboard and mouse. While performing the duties of this job, the employee is frequently required to sit, stand, walk, talk, and hear; use hands to fingers, handle, feel or operate objects, and reach with hands and arms. The employee must occasionally kneel, bend, lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.If requested, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations, absent undue hardship to the department. Work Environment: While performing the duties of this job, the employee frequently works near moving mechanical parts. The employee frequently works in both indoor and outdoor weather conditions; and could be exposed to high, precarious places. Is exposed to risk of electrical shock and toxic or caustic chemicals. The noise level in the work environment is moderate. Essential functions require maintaining condition necessary for sitting and standing for prolonged periods of time. Employee will work at all City of Williston Fire Department facilities and is expected to keep work areas clean, safe, and functional. Employee may be required to work extended hours including evenings and weekends. Work Schedule: This position typically works Monday – Friday 8AM – 5PM.Regular, predictable, and dependable attendance is required. Any materials, files, documents, electronic tools, or other items collected or created by an employee in connection with their employment remain the property of the City. Additionally, all material created, transmitted/sent, received, deleted, downloaded, or stored using electronic tools are and remain the property of the City. Employees have no expectation of privacy when using City property. The City of Williston does not discriminate on the basis of race, color, national origin, sex, genetics, religion, age or disability in employment or the provision of services and complies with the provisions of the North Dakota Human Rights Act. The City of Williston is an Equal Opportunity Employer. If you are selected for hire, the City will provide a conditional job offer, check your references, and conduct a background review before presenting you with a final job offer and scheduling your orientation. If pre-employment drug-testing; medical testing; credit check; Motor Vehicle Record; or, other background reviews are required, the City generally makes a conditional offer of hire based on successful completion of these additional steps.Interested candidates must submit the following: -Resume-Cover Letter-Applicable certifications-At least one letter of recommendation
The City of Williston is seeking am Administrative Assistant - Operations & Training Division to join the Williston Fire Department.Summary: Under administrative direction of the Chief Staff, the Administrative Assistant manages a variety of scheduling, financial, and administrative services in support the Operations & Training Division within the department. Supervision Received: Chief Staff and/or designated supervisor Supervision Exercised: None FLSA Status: Non-Exempt Essential Job Functions: Essential responsibilities and duties may include, but are not limited to, the following: Greets visitors and phone callers; provides information or resolves issues or complaints if possible; refers visitors or callers to appropriate staff person.Sorts and distributes incoming mail and correspondence, both hard copy and electronic.Coordinates complex calendars, meetings, and complex and flexible travel schedules for the department.Schedules appointments and/or classes for community members.Manages a reoccurring task, as necessary.Provides administrative support to the Chief Staff and/or designated supervisor; schedules meetings; listens, interprets, takes, and transcribes meeting minutes; conducts mailings; distributes information to necessary personnel.Has good listening skill; can receive a list of instructions and can follow them without much follow-up; can ensure the information is recorded and/or relayed accurately.Performs general office duties, including copying, scanning, faxing, drafting reports, ordering office supplies, arranging for repair of office equipment, and maintaining the office filing system.Inputs information quickly and accurately from a variety of sources into a computer database.Plans, coordinates, and executes public education events taking place at the department or on the behalf of the City of Williston Fire Department. Has the ability to audit data.Gathers and assembles information and materials; researches, compiles and evaluations information for special projects; extracts and summarizes information from files, records, and other sources; prepares reports, graphs, displays and other exhibits in MS Powerpoint or equivalent.Works directly with the Chief Staff and/or designated supervisor in the preparation and implementation of short and long-range plans; represents the department in various internal/external meetings and conferences.Invoice processing (Accounts Payable): Enters invoices, routes for approval, makes payments via online, check, or credit card; Balance statements to actual invoices. Prepares all necessary Accounts Receivable invoices, tracks AR payments, prepares bank deposits, and monitors outstanding balances. Assists in monitoring monthly financial activities, AR/AP QA/QI, bank statements, accounts receivable balances and reimbursement requests. Maintains and prepares reports monthly, quarterly, and annually.Responsible for ordering and managing inventory of supplies and/or uniforms.Ensures compliance with any regulations set by, but not limited to CPSE, ISO, NFPA, FEMA, IAAI, IAFF, or other programs having jurisdiction. Must be able to exercise some independent judgement and critical thinking skills.Performs all work duties and activities in accordance with City policies and procedures. Be physically present in attendance at the worksite.Perform all work duties and activities in accordance with City policies and procedures. Performs other duties as assigned by the Chief Staff and/or designated supervisor. NOTE: The functions and duties listed are intended only as illustrations of the various types of work that may be performed and reflect the general details necessary to describe principal functions of the job as identified and shall not be considered as a detailed description of all work requirements that may be inherent in the position. The omission of the specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. Required Education, Experience, Certifications and Licenses: High School diploma and/or GED.Two years of experience in mid-level administrative support environment. Possession of a valid State of North Dakota Driver's license. Preferred Knowledge, Skills, and Abilities: Preferred Knowledge: Associate degree or above in administration, business management, finance, accounting, a fire related program and/or a closely related field.Experience in governmental/fund accounting.Experience in Federal grants management.Experience in managerial or supervisory capacity.Preferred Skills and Abilities: Solid communications skills-both written and verbal-and proficient at proofreading.Maintains discretion and confidentiality in relationships with the Chief Staff and/or designated supervisor. Skilled in maintaining records-both hard copy and electronic.Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail. Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, and external partners.Expert level written and verbal communication skills. Demonstrated proactive approaches to problem-solving with strong decision-making capability. Highly resourceful team-player, with the ability to also be extremely effective independently. Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response. Demonstrated ability to achieve high performance goals problem solve and meet deadlines in a fast-paced environment.Forward looking thinker, who actively seeks opportunities and proposes solutions.Knowledge of the principles and practices of modern financial and grants management, auditing, and accounting.Proficient in MS-Office including Word, Excel, Outlook, PowerPoint, and other software applications such as Adobe Acrobat. Skill in working independently or as a team member. Training opportunities available to obtain desired certifications for incumbents who have met the minimum certificate, license, and registration requirements. Language Skills: Ability to communicate clearly and concisely, both verbally and in writing. Ability to read, analyze and interpret general business documents, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence and procedure manuals. Ability to effectively present information and respond to questions from managers, employees, and the public. Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several variables. Ability to define problems, collect data, establish facts, and draw conclusions. Ability to deal with problems involving several concrete variables. Ability to calculate figures and amounts. Communications: Regular contacts within the department and City of Williston, third parties, outside representatives, community groups, and mutual aid partnerships as needed. Use of Equipment and/or Computers: Regular use of technology and equipment for job-related functions will be required including but not limited to computers, phones & printers. Physical Demands: Environmental: Office environment; exposure to computer screens. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee regularly works indoors but sometimes travels within the city for reasons related to the job. The noise level in the work environment is moderate. Physical: Essential and supplemental functions may require maintain physical condition necessary for standing or sitting for prolonged periods of time; extensive use of computer keyboard and mouse. While performing the duties of this job, the employee is frequently required to sit, stand, walk, talk, and hear; use hands to fingers, handle, feel or operate objects, and reach with hands and arms. The employee must occasionally kneel, bend, lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.If requested, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations, absent undue hardship to the department. Work Environment: While performing the duties of this job, the employee frequently works near moving mechanical parts. The employee frequently works in both indoor and outdoor weather conditions; and could be exposed to high, precarious places. Is exposed to risk of electrical shock and toxic or caustic chemicals. The noise level in the work environment is moderate. Essential functions require maintaining condition necessary for sitting and standing for prolonged periods of time. Employee will work at all City of Williston Fire Department facilities and is expected to keep work areas clean, safe, and functional. Employee may be required to work extended hours including evenings and weekends. Work Schedule: This position typically works Monday – Friday 8AM – 5PM.Regular, predictable, and dependable attendance is required. Any materials, files, documents, electronic tools, or other items collected or created by an employee in connection with their employment remain the property of the City. Additionally, all material created, transmitted/sent, received, deleted, downloaded, or stored using electronic tools are and remain the property of the City. Employees have no expectation of privacy when using City property. The City of Williston does not discriminate on the basis of race, color, national origin, sex, genetics, religion, age or disability in employment or the provision of services and complies with the provisions of the North Dakota Human Rights Act. The City of Williston is an Equal Opportunity Employer. If you are selected for hire, the City will provide a conditional job offer, check your references, and conduct a background review before presenting you with a final job offer and scheduling your orientation. If pre-employment drug-testing; medical testing; credit check; Motor Vehicle Record; or, other background reviews are required, the City generally makes a conditional offer of hire based on successful completion of these additional steps.Interested candidates must submit the following: -Resume-Cover Letter-Applicable certifications-At least one letter of recommendation
