Administrative Assistant

Brazoria County; Town of Texas (WI); On-site; USD 38,000 - 52,000; Full time

Job summary

Brazoria County Fire Marshal's Office seeks a professional staff support specialist under general supervision to provide friendly, knowledgeable clerical assistance and participate in department planning.

This role handles multi-line phone calls, types correspondence, schedules meetings, prepares agendas, tracks invoices, assists with inspections and data entry, and provides essential support during emergencies as required.

Qualifications

• High school diploma or GED and two years related experience or equivalent.
• Strong clerical and customer service skills.
• Ability to work under supervision and follow procedures.

Responsibilities

• Answers, screens, and directs calls for a multi-line system.
• Performs clerical duties: typing, proofreading, filing, distributing.
• Schedules meetings and prepares agendas.
• Prepares conference rooms and related spaces for meetings.
• Maintains invoices, deposits, and financial records for auditing.
• Tracks compliance inspections and processes related documents.
• Data entry and logs; communicates with agencies and investigators.
• Supports emergency management operations as needed.
• Attends meetings, training and conferences.

Skills

Communicating effectively

Customer service

Multi-tasking

Organizational skills

Team collaboration

Education

High school diploma or GED

2 years related experience

Tools

Microsoft Office Suite

Budgeting/Accounting basics

Job description

Under general supervision, provides professional, friendly and knowledgeable staff support for the Fire Marshal’s Office and participates in planning for the department.

Hours

M-F 8a – 5p, additional as required

ESSENTIAL FUNCTIONS

Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:

• Answers, screens and directs calls for a multi-line phone system;
• Performs clerical duties by typing correspondence, proofreading, filing and distributing correspondence;
• Schedules planning meetings and prepares agendas;
• Prepares conference rooms and other areas for meetings;
• Assists with the preparation, copying, collating and assembling of Fire Marshal’s Office related documents;
• Prepares invoices for compliance inspections, operational and construction permits, hazardous material and investigation response, mitigation and recovery;
• Collects various monies, maintains an annual invoice log and prepares a deposit for the Treasurer’s Office for accountability to auditing standards;
• Organizes and assists in scheduling compliance inspections;
• Assists in maintaining logs and data entry into related programs;
• Collects reports and items form other agencies and investigators;
• Communicates with other agencies and investigators;
• Orders supply and prepare requisitions;
• Ensures the department is properly stocked with equipment, materials and supplies required to support daily operations; monitors budget expenditures by preparing financial reports for supervisors;
• Prepares employee time reports for department; maintains related documentation;
• Serves as “essential personnel” and assists in emergency management operations during a disaster, or any other event the Fire Marshal or County Judge deems necessary;
• Attends and participates in meetings, training, and conferences as required.

Education, Experience and Training Guidelines

High school diploma or general education degree (GED); AND two years related experience and/or training; OR an equivalent combination of education, training and experience as determined by Human Resources.

Knowledge of

• County government operations;
• Office procedures and systems;
• Office equipment;
• Basic bookkeeping practices and methods;
• Staff timekeeping principles and practices;
• Department policies, procedures and regulations covering specific areas of assignment.

Skill in

• Communicating effectively, both orally and in writing;
• Establishing and maintaining cooperative working relationships with managers, supervisors, employees, external public agencies and organizations, vendors, suppliers and the general public.
• Using initiative, discretion and decision making within established procedures, guidelines and rules;
• Defining problems, collecting data, establishing facts and drawing valid conclusions;
• Performing basic mathematical calculations;
• Providing effective customer service;
• Multi-tasking;
• Operating a personal computer and various software applications.

LICENSE & CERTIFICATION REQUIREMENTS

Valid Texas Driver’s License.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

Work is performed in a traditional office work environment. The noise level in the work environment is usually moderate in the office setting. May be required to lift and carry items weighing up to 25 pounds. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust to focus.

DISCLAIMER

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.