Administrative Secretary.pdf

BROKEN ARROW FIRE DEPARTMENT ADMINISTRATIVE OPERATING PROCEDURES 07-01-16 CHAPTER: II –DEPARTMENT ORGANIZATION APPROVED BY: Chief Jeremy K. Moore SUBJECT: 3.18 – ADMINISTRATIVE SECRETARY CODE# 1.II.3.18 A. REPORTS TO AS DIRECTED BY THE FIRE CHIEF B. FLSA STATUS NOT EXEMPT C. Civilian D. JOB SUMMARY...

BROKEN ARROW FIRE DEPARTMENT ADMINISTRATIVE OPERATING PROCEDURES 07-01-16 CHAPTER: II –DEPARTMENT ORGANIZATION APPROVED BY: Chief Jeremy K. Moore SUBJECT: 3.18 – ADMINISTRATIVE SECRETARY CODE# 1.II.3.18 A. REPORTS TO AS DIRECTED BY THE FIRE CHIEF B. FLSA STATUS NOT EXEMPT C. Civilian D. JOB SUMMARY This position is responsible for performing secretarial and clerical duties in support of department activities. E. ESSENTIAL RESPONSIBILITIES AND DUTIES F. MATERIALS/EQUIPMENT USED G. MINIMUM QUALIFICATIONS 1. EDUCATION AND EXPERIENCE 2. LICENSES AND CERTIFICATIONS 3. KNOWLEDGE OF 4. SKILL IN 5. MENTAL AND PHYSICAL ABILITIES H. WORKING CONDITIONS 97 BROKEN ARROW FIRE DEPARTMENT ADMINISTRATIVE OPERATING PROCEDURES 07-01-16 CHAPTER: II –DEPARTMENT ORGANIZATION APPROVED BY: Chief Jeremy K. Moore SUBJECT: 3.18 – ADMINISTRATIVE SECRETARY CODE# 1.II.3.18 Greets and assists visitors; screens and forwards telephone calls; provides information; processes transactions and work requests; corresponds with crews by two-way radio. Produces letters, memoranda, reports, payment authorizations, and other types of correspondence; inputs and verifies data; researches and verifies completed work orders to provide adjustments to water bills, upgrades for water taps, and legal documentation; processes purchase orders and requisitions. Researches, compiles, sorts, and calculates data from files and other sources to prepare statistical reports. Processes and enters a variety of personnel actions. Designs, creates, maintains, and updates a variety of forms for departmental use; maintains calendar of appointments. Categorizes and maintains manual and computerized filing systems; creates tracking system and forms; enters data; cross-indexes and files documents. Notifies appropriate departments, organizations, utilities, or schools of street closings, utility cuts, water line breaks, and other emergencies. Instructs the general public in Traffic Calming Program procedures. Maintains office supply inventory. Processes employee time sheets; researches Human Resource issues. Performs other related duties as assigned. Knowledge of relevant policies, regulations, and ordinances. Knowledge of modern office equipment, practices, and procedures. 98 BROKEN ARROW FIRE DEPARTMENT ADMINISTRATIVE OPERATING PROCEDURES 07-01-16 CHAPTER: II –DEPARTMENT ORGANIZATION APPROVED BY: Chief Jeremy K. Moore SUBJECT: 3.18 – ADMINISTRATIVE SECRETARY CODE# 1.II.3.18 Knowledge of city and department policies and procedures. Knowledge of basic accounting and mathematics. Knowledge of correct grammar and usage. Skill in compiling data and preparing reports. Skill in planning and organizing work independently. Skill in establishing and maintaining files and records. Skill in operating a computer, typewriter, calculator, copier, and facsimile machine. Skill in interpersonal relations. Skill in oral and written communication. SUPERVISORY CONTROLS: assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results. GUIDELINES: Guidelines include department policies and procedures, personnel guidelines, building codes, city codes and ordinances, and supervisory instructions. These guidelines are generally clear and specific, but may require some interpretation in application. COMPLEXITY: The work consists of related secretarial and clerical duties. The volume of work to be performed contributes to the complexity of the position. SCOPE AND EFFECT: The purpose of this position is to provide secretarial support to the department. Success in this position results in the efficiency of office operations and the coordination of work between departments. 99 BROKEN ARROW FIRE DEPARTMENT ADMINISTRATIVE OPERATING PROCEDURES 07-01-16 CHAPTER: II –DEPARTMENT ORGANIZATION APPROVED BY: Chief Jeremy K. Moore SUBJECT: 3.18 – ADMINISTRATIVE SECRETARY CODE# 1.II.3.18 PERSONAL CONTACTS: Contacts are typically with co-workers, other city personnel, vendors, school system personnel, utility representatives, contractors, and the general public. PURPOSE OF CONTACTS: Contacts are typically to give or exchange information and to provide services. PHYSICAL DEMANDS: The work is typically performed while sitting at a desk or while intermittently sitting, standing, walking, bending, crouching, or stooping. The employee occasionally lifts light objects. WORK ENVIRONMENT: The work is typically performed in an office. SUPERVISORY AND MANAGEMENT RESPONSIBILITY: None. MINIMUM QUALIFICATIONS: Ability to read, write and perform mathematical calculations at a level commonly associated with the completion of high school or equivalent. Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for one to two years. Possession of or ability to readily obtain a valid driver's license issued by the State of Oklahoma for the type of vehicle or equipment operated. 100