Administrative Assistant-Fire Job at City of Springfield, Massachusetts in Sprin

Administrative Assistant-Fire Position Purpose/Summary Responsible for the independent exercise of administrative judgment and decision, under authority specifically delegated by the department head or designee, in carrying out complex and highly responsible administrative and clerical functions, procedures, assignments, and studies of major departmental importance and consequences. This position may involve collateral responsibility for acting as confidential administrative assistant to the department head or designee. Professionalism on the phone and with the public is essential. Work is performed under general direction with review through reports and conferences. No supervision is exercised over others. Essential Functions Performs fiscal and clerical activities of the Fire Department, acts as administrative assistant to department head or designee. Processes permits including, but not limited to, maintain storage permits (FP 290 Part 3), above/underground tank permits, dumpster permits and tank truck permits. This includes providing customers with appropriate forms and collecting and processing any applicable fees. Fulfills any 21E (Environmental review) requests, including maintaining and updating files and collecting and processing any applicable fees. Processes Petroleum License request documentation, including drafting correspondence to Fire Prevention Committee. Processes Certificates of Inspection, including maintaining and updating files and ensuring Certificates of Inspection are complete and contain required signatures. Processes and files any other permits, inspections, paperwork, correspondence or requests as required. Conducts follow-up as needed. Creates purchase request and ordering of supplies as needed. Processes all Fire Prevention revenue, including inputting appropriate data in Firehouse and/or MUNIS and in any other document or database used for tracking. Also responsible for creating and processing MUNIS revenue batches as required. Creates reports as requested. Attends Fire Prevention training courses when offered that are applicable to position. Performs related work as required. Knowledge, Skills, and Abilities Considerable knowledge of Fire Prevention office practices, procedures and equipment. Successful use and knowledge of business English, spelling, and commercial arithmetic. Working knowledge of rules, regulations, laws, and ordinances governing work performed including but not limited to: MGL 148 ? Fire Prevention, 527 CMR - State of Massachusetts Fire Code, and City of Springfield Ordinance governing Fire Prevention. Extensive knowledge of departmental programs, functions, operations, policies, and procedures with respect to work performed. Ability to type accurately and with moderate speed from copy of more than average difficulty. Ability to use initiative and judgment in the arrangement of material typed. Ability to understand and follow oral and written instruction. Ability to make moderately complex computations and tabulations with speed and accuracy. Ability to make work decisions in accordance with laws, rules, regulations, policies, and procedures governing worked performed. Ability to maintain clerical records of moderate complexity and to prepare reports from such records. Establish and maintain an effective working relationship with other employees within the Fire Department and in various other departments. Ability to communicate appropriately and effectively with the general public demonstrating professionalism at all times. Ability to interpret Fire Prevention laws and regulations to the general public by all means of communication. Ability to express oneself clearly and concisely orally and in writing. Education and Experience High school diploma or equivalent, including or supplemented by courses in general office work. Minimum of three years of experience in difficult and responsible department clerical work.