Office Assistant III

Posting number: 2635115

Department: Fire Operations

Job classification: Office Assistant III - Fire Operations

Posting type: Public

Categories: Administrative Assistant

SummaryUnder general supervision of the Office Manager-Fire Operations, performs a variety of secretarial, technical, organizational, and administrative activities to support the functions of the Fire department, to include support of the Shop Parts room; identifies sources, orders, stocks and issues parts and supplies and conducts inventories.. Examples of duties

• High School diploma GED equivalent and three (3) years of administrative, clerical, or secretarial experience.
• Valid State of New Mexico Driver's license or able to obtain within six (6) months of employment.

Qualifications

• Work is performed in an office environment; may be subject to repetitive motion such as typing, data entry and vision to monitor; may be subject to extended periods of intense concentration in the review of documents and reports.
• May be subject to bending, reaching, kneeling and lifting such as retrieving files, records, and reports.
• Work schedule for this position may include working on religious holidays.
• Utilize, process, and navigate the County’s electronic ERP system as necessary and appropriate based on the needs and requirements of this position.

Supplemental informationThe list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities.   Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks.

• Research files and computer databases.
• Assist with processing applications for new volunteers.
• Research inquiries from volunteers with processes, policy, or personnel questions.
• Maintain department statistical and volunteer information; collect statistical data and compile data for reports; update and assure the accuracy of data bases; assist with reports for PERA & EMS Bureau.
• Collect, compile, and analyzes data and information.
• Maintain department calendar; receive, open, review and distribute mail; may prepare vouchers (reimbursement, travel, and training); establish and maintain filing procedures; coordinate and monitor assigned projects.
• Type, edit, and prepare correspondence, memoranda, letters, legal documents, information packets and other communications; respond to routine letters and composes general correspondence as directed.
• Answer phone and determine nature of the calls; log and route calls to appropriate individuals, offices, work units, divisions, or departments to handle inquiries and complaints; take and deliver messages.
• Maintain volunteer firefighter personnel files and computer databases.
• Prepare for and provide new volunteers with orientation.
• Assist public with copies of completed fire reports.
• Schedule classroom for use by department and public for trainings and meetings.
• Receive, stock, and issue materials, supplies, tools, and equipment; verify incoming shipments for appropriate quantity and quality; signs for items as appropriate.
• Orders stock items from blanket vendors; account for and verify materials received; mark stock items as they arrive.
• Maintain computerized files; compile records and utilizes computerized stock inventory system to place orders; adjust stock levels based on usage.
• Performs other related duties as assigned.