Job Description
Department: Fire EMS
Position: Administrative Assistant
Specialty: None
Status: Full-Time
GENERAL STATEMENT OF DUTIES:
To provide Fire EMS department information, reception, and support through various administrative operations. This position handles confidential and safety sensitive information for the public safety department.
SUPERVISION RECEIVED/EXERCISED:
The employee works under the general direction of the Chief of Fire/EMS. The employee follows standard office procedures, bookkeeping principles, practices, departmental policies, and procedures governing the work.
The employee is responsible for SESDAC volunteer workers, etc.
ESSENTIAL DUTIES:
The following duties are not all-inclusive or exclusive, other duties may be required.
Acts as the Custodian of Records for the Vermillion Fire EMS Department. This includes the following duties:
Assists command staff in developing and implementing work methods and procedures as directed; responds to public inquiries in a prompt and courteous manner.
Acts as the Custodian of Records which includes:
Establishes the foundation of fire and EMS records.
Investigates and validates report data discrepancies.
Administers and authorizes the release of information.
Adheres to Retention and Destruction schedules.
Manages the security of reports housed in department record management systems.
Manages the distribution of fire and accident reports, and medical records to third-party entities; and
Adheres to HIPAA requirements and South Dakota Codified Law.
Researches, composes, organizes, and executes the delivery of public information, internally and externally.
Provides strategic project management and leadership through active participation in agency technology build groups and implementation of future hardware/software systems; maintains and updates department website pages.
Provides key executive support for fire EMS department functions, including:
Provides confidential administrative and management support services to the Chief of Fire/EMS and other Chief Officers, as assigned.
Generates a positive image by communicating detailed and accurate information with internal/external customers in a timely and efficient manner.
Processes payroll for the department biweekly and maintains payroll records.
Performs human resources and administrative assistant duties as assigned.
Completes data entry using multiple databases (ESO, ESO scheduling, IamResponding, Salamander, KnoxConnect)
Other duties as assigned.
KNOWLEDGE, SKILLS, AND ABILITIES
The following items are representative of the knowledge, skills, and abilities necessary for the proper performance of the functions of the position:
A courteous and friendly personality with a willingness to assist staff and the public.
Strong interpersonal and written communication (including grammar, spelling and punctuation) skills and simple mathematical computations.
Working knowledge of Adobe Acrobat software and Microsoft Office software to include Word, Excel, PowerPoint, Access, Publisher.
Working knowledge of modern office practices and procedures.
Skill in the operation of computers and office software, copiers, fax machines, and other office equipment.
Ability to perform a variety of secretarial and administrative work requiring accuracy, confidentiality, and the exercise of independent judgment.
Ability to follow written and oral instructions.
Ability to establish and maintain effective working relationships with employees, other agencies, and the public.
EDUCATION AND EXPERIENCE:
Any combination equivalent to experience and education that provides the required knowledge, skills, and ability would qualify. A typical way would be:
Education: A two-year degree with a focus on administrative or financial skills.
Experience: Three years of full-time clerical experience using computers and other modem office equipment; preparing, compiling, and distributing records, files, reports, or statistical information; knowledge and knowledge of governmental accounting.
REQUIRED CERTIFICATIONS:
Possess a valid driver’s license.
Complete and pass a background check.
Complete and pass drug screen, medical examination, and job function test.
SPECIAL REQUIREMENTS/QUALIFICATIONS
Ability to: multi-task, work independently of direct supervision, exercise judgment and discretion in releasing information; prepare correspondence and reports, copy and distribute information efficiently, perform accurate and efficient computer entry and retrieval; respond to difficult situations and people in a calm and courteous manner; work irregular hours as necessary; and respond to urgent requests.
EQUIPMENT USE
General office equipment such as copiers, fax machines, computers, and phone systems.
PHYSICAL DEMANDS
The employee is required to sit, talk, listen, and reach more than 2/3rds of the time; stand, walk, climb, balance, stoop, kneel and crouch up to 1/3 of the time.
The employee occasionally lifts up to 30 pounds and seldom lifts up to 60 pounds. Normal vision is required for this position.
WORKING CONDITIONS
The employee works in a moderately noisy office environment. Almost all work is done indoors.
BENEFITS
This position offers a competitive benefits package including health, dental, life, and retirement.
The City of Vermillion is a proud equal opportunity employer. Women, minorities, individuals with disabilities, and veterans are encouraged to apply.
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