Administrative Assistant for the Elk River Fire Department

The City of Elk River is looking for its next administrative assistant for the Elk River Fire Department. This is a full-time, daytime, Monday through Friday position providing support to the department's administrative staff as well as the on-call firefighters. Duties include receptionist, recordkeeping, data entry, permitting, and others. Successful candidates will have a high school diploma or equivalent, 1 year of secretary/admin support experience, proficiency in Microsoft Office, valid driver's license, and the ability to provide excellent customer service.

Application deadline is Monday, February 12, 2024.

If you require accommodation with the application process call 763.635.1000 and ask for HR.
The City of Elk River is an Equal Opportunity Employer.

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Administrative Assistant Position Description

Essential Functions

1. Performs receptionist/secretarial duties.
   1. Serves as the first point of contact for the Fire Department and provides excellent customer service.
   2. Receives incoming calls to the department and directs customers to the appropriate person or department.
   3. Receives correspondence, sorts mail, and forwards to appropriate personnel.
   4. Answers routine questions and explains departmental services, programs, and procedures.
2. Maintains incident reporting, records management system, and payroll systems.
   1. Codes, enters, modifies, retrieves, deletes, and manages information on in-house and public safety information systems; submits incident reports to the State Fire Marshal’s Office and other entities as required.
   2. Enters data for response, training, and events for payroll.
   3. Prepares weekly payroll reports and submits to the city’s payroll specialist.
   4. Responds to data requests following State, City, and Department guidelines.
3. Performs support duties.
   1. Provides administrative support to Fire Department staff, and department members; prepares notes and minutes, coordinates meetings; processes and issues permitting/licensing, and assists with scheduling.
   2. Assists in ordering, inventorying, and maintaining office supplies.
   3. Drafts and prepares correspondence and letters, confidential reports, memos and responds to public inquiries.
   4. Assists with the new recruit hiring process and fire academy program.
   5. Updates department’s website, intranet, and social media applications.
   6. Assists Fire Chief in emergency management planning and coordination of the city’s safety program.
   7. Proofreads documents to ensure accuracy of copy, grammar, punctuation, and syntax.
4. Performs various filing duties.
   1. Files all hard copy data according to city and department policies/procedures.
   2. Retrieves files and prepares copies of records to be distributed as needed within the department.
5. Performs other essential job duties.
   1. Regular and timely work attendance.
   2. Follows all safety procedures.
   3. Participates in safety training.
   4. Performs other duties as assigned by the fire chief.

Required Knowledge, Skills, and Abilities

• Skilled in proofreading written material for proper grammar and punctuation usage.
• Skilled in interpersonal and public relation skills.
• Skilled in organization and maintaining order of supplies.
• Skilled in paying attention to detail.
• Ability to respond to large emergency events to assist the department.
• Ability to work as a team member under stress.
• Ability to accurately type 45 WPM.
• Ability to adapt to and introduce change.
• Ability to be creative.
• Ability to present a positive and professional image of the City to the public.
• Ability to read, write, and comprehend basic instructions.
• Ability to work independently.

Minimum Qualifications

• High school diploma or equivalent.
• One year of secretarial/administrative support experience.
• Strong proficiency in Microsoft Office (Word, Excel, PowerPoint, and Access).
• Ability to work effectively with the public providing excellent customer service and clear communication.
• Valid MN Driver’s license and good driving record.

 Preferred Qualifications

• Associate degree, technical degree, or certification in related field.
• General accounting experience or education.
• Familiarity with operations of a fire department.
• Familiarity with public safety software.
• Work experience above minimum required.

Physical Requirements 

Physical Requirement                                                         Frequency
ESSENTIAL
Sitting                                                                                      Daily
Repetitive Movements                                                             Daily
Carrying Objects                                                                      Daily
Operation of Telephone/Radio                                               Daily
Office Equipment Operation                                                   Daily
Computer/Typewriter Operation                                             Daily
Requires Good Vision                                                              Daily
Requires Good Hearing                                                           Daily
Requires Sense of Touch                                                          Daily
Requires Fine Motor Skills                                                       Daily
Requires Near Vision                                                               Daily
Operating a Vehicle                                                                 Occasionally

HIGHLY IMPORTANT
Standing or Walking                                                                Daily
Lifting Objects Waist to Shoulder                                            Weekly or Monthly
Requires Far Vision                                                                  Weekly or Monthly

MODERATELY IMPORTANT
Twisting/Turning                                                                    Occasionally
Lifting Objects Knee to Waist                                                  Occasionally
Exposure to Irritants/Fumes                                                   Occasionally
Requires Good Color Vision                                                    Occasionally
Requires Depth Vision                                                             Occasionally
Requires Peripheral Vision                                                       Occasionally

This Position Description is not intended to be all-inclusive.  It is within the City of Elk River’s discretion to assign additional duties and responsibilities or remove duties and responsibilities at any time. This Position Description does not constitute a Contract of Employment.

Normal hours of work are 8:00 a.m. to 4:30 p.m. Monday through Friday. This position works out of Station 2 located on Orono Parkway.