Administrative Assistant I - Fire

Full Salary Range: $19.57 – $25.48 hourly

Anticipated Hiring Range: $19.57-$22.52 hourly  

Why do I see two salary ranges?

The City of Greeley in compliance with Colorado state law, includes a salary range for all positions posted.  This law is intended to improve wage transparency.  The City of Greeley, in support of wage transparency posts both the full salary range for each position (what you might anticipate your earnings could be if you work for the City of Greeley for some time), as well as the anticipated hiring range (the range within which the City anticipates making an offer).  The actual offer extended will be based on your years of relevant experience, education, certifications and potentially other factors.  

City of Greeley's Total Rewards

The City of Greeley is proud to offer a robust benefits package in addition to your wages.  This package includes health and wellness, retirement savings, discounted access to Greeley facilities and more. 

Benefits: This position is benefits eligible. Please view our benefits guide here.

City of Greeley:  Work, Live, and Play in Greeley:   https://youtu.be/hX-4F0pG0OY

Job Summary:

Under the direction of the Fire Marshal, the Administrative Assistant I position provides general administrative support to the Fire Department's Fire Prevention Bureau. This position ensures smooth, effective communication and interaction between staff and the community, contractors, other City divisions and departments, and other governmental agencies. This position supports the functional area in preparing and distributing agendas for various internal and external meetings; taking and preparing detailed meeting minutes or notes; tracking and issuing burn permits; typing and compiling reports and correspondence; maintaining consistency in processes; billing for services.  Supports researching projects/special projects/fire suppression / alarm plan submissions for completeness; maintaining data in organizational systems, filing, answering telephones; responding to internal and external customers.

Experience, Knowledge, Skills:

Minimum Requirements

• High School Diploma
• Zero (0) to two (2) years of relevant experience

OR

 Any combination of related education, experience, certifications and licenses that will result in a candidate successfully performing the essential functions of the job,

AND

Possession of a valid driver’s license.

Preferred

• Associate's degree

Knowledge, Skills, and Abilities

• Knowledge of the business and organizational structure of Colorado municipalities
• Collaboration skills, including the ability to work with others from different areas and backgrounds to reach a common goal
• Computer skills, including the ability to utilize Microsoft Office programs (i.e. Word, Excel, PowerPoint, Outlook, etc.) and learn and experiment with new software and systems
• Interpersonal skills, including the ability to facilitate interaction, communication, and teamwork between others
• Oral, written, and listening communication skills, including the ability to accurately interpret what others are saying and convey messages, information, concepts, and details accurately and clearly
• Organizational skills, including the ability to set and meet goals and deadlines, manage appointments, create schedules, coordinate and facilitate meetings, and make decisions
• Ability to work under pressure, manage multiple concurrent and competing tasks and responsibilities, and adapt to changing priorities while maintaining personal effectiveness
• Ability to prioritize work, meet deadlines, and stay on task when completing special projects and daily assignments
• Ability to work independently with minimal supervision and reliable professional judgment, as well as collaboratively with a team to achieve desired results
• Ability to maintain a strong work ethic, positive problem-solving attitude, and enthusiasm for the work performed
• Ability to self-start and take initiative in completing daily tasks and special projects
• Ability to focus on activities that have the greatest impact on meeting work commitments
• Ability to establish and maintain partnerships with a variety of internal and external constituencies
• Ability to communicate and work effectively with individuals from diverse backgrounds, cultures, and ages
• Ability to navigate a complex political environment
• Proofreading, grammar, punctuation, and formatting skills, including the ability to maintain consistency and be cognizant of and address details
• Ability to interpret and apply complex rules and regulations
• Ability to handle and maintain sensitive and confidential material
• Ability to be cognizant of and address details
• Ability to organize, plan, and execute logistics tied to meeting and/or event planning
• Ability to maintain accurate and detailed records and record keeping systems
• Ability to prepare reports, briefings, and presentations in a variety of formats (e.g. verbal, written, visual, etc.)
• Knowledge of customer service principles and best practices, including customer needs assessments, meeting quality service standards, and evaluating customer satisfaction
• Knowledge of incident response and handling methodologies
• Customer service skills, including the ability to actively listen, address customer needs, defuse tense situations, and maintain an open, flexible, and friendly demeanor
• Ability to deliver a high level of commitment to customer service
• Ability to respond to requests in a timely manner
• Ability to present oneself professionally in appearance, demeanor, and effort
• Ability to effectively collaborate with team members in-person and remotely

Essential Functions:

• Administrative Assistant to the Fire Marshal, Deputy Fire Marshal, Fire Inspectors, and other personnel in the Fire Prevention Bureau.
• Provide administrative support for the Bureau: answer phones, transfer calls, take messages, answer questions, provide information to callers.
• Supports the Fire Prevention Bureau regarding all aspects of the Fire Prevention Bureau's Fire and Life Safety programs and initiatives.
• Meet and greet internal and external customers
• Assists in data collection and preparation of monthly reports.
• Reviews reports for completeness and disseminates them to the appropriate personnel.
• Electronically record documents; process data and information requests; prepare agendas, minutes, presentations; secure & prepare meeting agendas, minutes for permanent retention (scanning, indexing, etc.); back-up to search, retrieve/track files in and out of Central Records within a variety of file structures, communicate status of availability to customers for pick up, scan, and transmit certain documents to customers.
• Review burn permit applications and process the permit in the records management system.
• Monitor and maintain the burn permit database and prepare communications for applicants.
• Accepting applications, plan submissions, accepting fees, notification of requirements for submissions, process non-emergency service requests. Securing Visa transaction receipts, troubleshooting charges & appropriate BUNs. Confirming receipt of information, forwarding citizen calls, requesting assistance.  Typically seeking assistance, asking for information, complaints, checking in for interviews, submitting applications.  Pay for Department charges, special orders, researching prices.
• Performs Other duties as assigned.

Competencies

• Analytical and problem-solving skills.
• Excellent customer service and interpersonal communication skills.
• Proficiency in Microsoft Office, especially Excel, with the ability to develop and manage spreadsheets.
• High level of accuracy and attention to detail.
• Ability to prioritize tasks, meet deadlines, and work independently or as part of a team.

Supervisory Responsibilities

• NA- None

Travel:

• Approximately 10% flexible, local travel required.

Work Environment and Physical Requirements

Work Environment

• Safe to minimal hazards that are typically found in general office environment where there is rarely little or no exposure to injury or accident
• Work is performed in an open office environment with noise levels excessive at times and exposure to frequent background noise
• Frequent contact with the public in person in person, via email and telephone and sometimes facing adverse or confrontational situations with internal and external customers
• Occasional events that require being outdoors, giving tours etc.
• Subject to inside environment with protection from weather conditions but not necessarily form temperature changes
• Subject to working alone, with group or attend meetings
• Occasionally conduct business in alternate locations within City building or field site, sometimes in format settings
• Frequent interruptions

Physical Requirements:

• Minimal physical effort typically found in clerical work
• Sedentary work and may occasionally lift and carry light objects
• Minimal walking or standing
• Minimal lifting of heavy items or standing for long periods of time
• Communication skills sufficient to convey information via telephone and in person
• Hearing sufficient to record minutes of meeting and perform routine office tasks
• Light to moderate physical effort that includes frequent standing or walking or maintaining arms and hands in the same position for repetitive tasks
• Frequently works with light objects and light hand tools
• Frequent hearing and repetitive motion
• Ability to lift light objects up to 25 pounds and occasionally lift or move up to 40 pounds
• Mobility enough to stand, sit and move within a confined work area
• Ability to crouch, feel, finger, reach, stand; and walk and sit for extended periods of time
• Close visual acuity to perform an activity such aa preparing and analyzing data/figures; transcribing; viewing a computer terminal; extensive reading of printed materials; visual inspection involving small defects, small parts, and/or operation of machines (including inspection); using measurement devices or graphs and assembly or fabrication of part at distances close to the eye
• Vision enough to read computer keyboards, reference books, and other written documents
• Manual dexterity enough to accurately input, retrieve, and verify work assignment

EOE Statement: The City of Greeley provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

ADA Statement: We are committed to an inclusive and barrier-free search process. We provide accommodations for applicants requesting accommodation through the search process such as alternative formats of this posting.  Individuals with disabilities in need of accommodations throughout the search process should contact the ADA Coordinator at: HR@Greeleygov.com .

Conditions of Employment: Candidates must successfully complete all pre-employment screenings and employment eligibility verification. Pre-employment screenings include a drug test, a background and national sex offender search, a motor vehicle record search, and for some positions, a physical demands evaluation. For more information about City policies and practices during the recruitment process, including but not limited to EOE, Reasonable Accommodation, and pre-employment screenings, please visit our career page HERE.