JOB DESCRIPTION

ADMINISTRATIVE SECRETARY Job Description


SUMMARY:

Responsible for answering and routing telephone calls, greeting guests, scheduling appointments/inspections and other general interaction with the public, department members and related service professionals; organize department records, prepare and submit monthly/annual and personnel activity reports; review and submit payroll, enter fire department activities into specialized records managements systems, track personnel status, training and equipment information.

ESSENTIAL FUNCTIONS:

Essential functions as defined are ILLUSTRATIVE ONLY and not a comprehensive listing of all functions and duties performed by person/s within this classification. Essential duties and responsibilities may include, but are not limited to, the following:

  • Answer phones, providing basic information to callers or routing call to the appropriate staff.

  • Typing general correspondence in business format based upon information provided in hand written notes, audio recordings or data from records management system.

  • Prepare reports and develop new reports when needed.

  • Utilize G.I.S. programs and data to obtain or provide information.

  • Enter data into Records Management System and assist with development of look up codes for RMS when needed.

  • Maintain personnel, equipment and fire department activity records within the Records Management System.

  • Assist Fire Prevention Bureau with maintaining Occupancy records & scheduling inspections.

  • Schedule and coordinate fire prevention activities. Organize handouts for each activity.

  • Coordinate accounts receivable and send invoices for all billable activities.

  • Maintain fire hydrant records in Records Management System.

  • Communicate with department personnel, business representatives, other agency personnel and the general public, in writing and verbally in person or over the telephone.

  • Demonstrates courteous and cooperative behavior when interacting with public and department members; acts in a manner that promotes the department’s Core Values: Compassion, Honor, Integrity, Pride and Service.


QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge and/or skill required.

Education and Experience:

High School Education/GED; Associate Degree in Office Assistant/Management or closely related field AND one (1) year of experience as a secretary/clerical office assistant; OR four (4) years of experience in business office work as an office assistant/secretary. An equivalent combination of education, training and experience, may be considered.

Required Certificates, Licenses, and Registrations:

Continued employment is contingent upon all required licenses and certificates being maintained in active status without suspension or revocation.

  • Valid Michigan Driver License.

  • Acceptable driving, financial and criminal history background review.

  • Initial medical/drug screen physical approval by the Townships health care provider.

Required Knowledge and Skills

Knowledge of:

  • Policies and procedures of the department.

  • Multi-line and extension phone system, transferring calls and retrieving voice mail.

  • Functionality of a network based computer system.

  • Functionality of business class printer, copier fax machine.

  • Applicable laws, regulations, ordinances and codes of Muskegon Township.

  • Computer applications related to the work.

  • Correct business English, including spelling, grammar and punctuation.

  • Records management principles and practices.

  • Principles and techniques of making effective oral presentations.

  • Techniques for dealing with a variety of individuals and personalities, in person and over the telephone, occasionally when relations may be confrontational or strained.

Skills in:

  • Computer based work on a network system, utilizing Microsoft Windows operating system.

  • Demonstrated knowledge and abilities with Microsoft Office suite of programs; including Word, Excel, Outlook, Power Point and Publisher.

  • Communicating effectively in oral and written forms.

  • Flexibility to changing needs and assignments on short notice.

  • Preparing clear and concise reports, correspondence and other written materials.

  • Using initiative and independent judgment within general policy guidelines.

  • Using tact, discretion and prudence in dealing with those contacted in the course of the work; ability to maintain confidentiality.

  • Possess strong organizational skills.


PHYSICAL/MENTAL REQUIREMENTS:

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Mobility to work in an office environment primarily seated at a desk answering phones and typing on a keyboard; this work requires repetitive motions of hands, fingers and wrist and sitting for long periods of time; vision to read printed materials; and hearing and speech to communicate in person or over the telephone.

WORKING ENVIRONMENT:

Work is performed in an indoor office environment setting. Work is subject to performance under controlled environmental conditions.