SENIOR ADMINISTRATIVE ASSISTANT (FIRE) - 0826

City of Greenville (SC); Greenville (SC); On-site; USD 52,000 - 72,000; Full time

Job summary

The City of Greenville (SC) is seeking an experienced administrative professional to support the Fire Department. You will manage calendars, prepare complex records and reports, and handle pension records for active and retired members.

Responsibilities include coordinating with the Fire Chief, onboarding new hires, and assisting with payroll and drug testing processes. Strong organizational skills and confidentiality are essential.

Qualifications

• Associate degree in secretarial science or business management.
• CAP certificate or CPS certificate may substitute for an associate degree.
• Over four (4) years of responsible administrative and staff support/office management experience.
• Any equivalent combination of education, training, and experience may be substituted for evaluation at City management's discretion.

Responsibilities

• Provide administrative support: compose letters, prepare reports, and schedule the Fire Chief's calendar.
• Manage pension records, prepare meeting documents, and record minutes for pension board meetings.
• Perform customer service and public relations tasks with the public and other departments.

Skills

Organizational skills

Confidential information handling

Effective communication

Education

Associate degree

CAP/CPS certification substitution

Tools

Microsoft Office

Job description

Job Summary

Under regular direction and in compliance with standard operating procedures and policies, performs specialized and responsible administrative duties in order to ensure effective and efficient fire department operations. Responsible for relieving the Fire Chief of operational and administrative details while working within the scope of established policies and procedures. Duties include answering phone, typing, processing records, filing, and maintaining the Fire Chief‘s calendar. Creates and maintains accurate and complex records, databases, and integrated filing systems. Manages City of Greenville Firefighters’ Pension Fund records for active and retired members. Acts as liaison for the Firefighters Pension Board. Assists fire personnel with retirement benefit planning as they near retirement date. Works with the South Carolina Firefighters Association regarding membership. Maintains accurate records for South Carolina Firefighter Mobilization and South Carolina Firefighters Association. Maintains copies of personnel records for all fire department employees and retirees. Maintains contact and beneficiary information for all retirees and active personnel. Coordinates funeral information and bereavement fund requests for the Fire Department. Assists with new hire onboarding for the Fire Department as well as processes resignations. Coordinates and communicates with personnel regarding drug testing, and payroll changes.

Essential Functions

• Provide Administrative Support: Compose letters, memos and initiate replies to correspondence with instruction from the Fire Chief or on own initiative in accordance with policies and procedures. Compile and prepare reports; search files and other sources to develop background materials. Create Excel spreadsheets and PDF forms as needed. Schedule and coordinate meetings, conferences, and appointments for the Fire Chief. Maintain copies of personnel records for Fire Department employees. Coordinate funeral arrangements and bereavement fund disbursements for the Fire Department. Process employee status changes and communicate changes to the Human Resource and Information Technology Departments accordingly. Act as point of contact with Employee Health Clinic to schedule drug tests for Fire personnel. Assist with new hire onboarding for the Fire Department by collecting and entering personnel data into various records management systems, providing detailed information regarding the Fire Department Pension Plan, as well as providing various other helpful resources. Process resignations by forwarding information to appropriate parties, updating employee status in various records management systems, and discussing/implementing pension contribution options with employee. Assist the Office of Management and Budget Department with certain annual processes including actuarial reports, payroll comparisons, and audits as it relates to the Fire Department. Process counseling/disciplinary forms by forwarding to appropriate people for signatures and filing accordingly. Work with the South Carolina Firefighters Association regarding membership dues, member benefits, and annual 1% forms. Maintain accurate records for South Carolina Firefighter Mobilization and South Carolina Firefighters Association. Organize and maintain employee files for active and retired personnel. Process annual personnel and beneficiary forms for both active and retired personnel. Act as point of contact for all retired personnel communications.
• Manage Fire Department Pension Related Items: Manage City of Greenville Firefighters’ Pension Fund records for active and retired members. Act as liaison for the Firefighters Pension Board. Coordinate pension board meetings, prepare meeting documents, and record minutes during meetings. Process Firefighters’ Pension Fund related invoices. Responsible for processing retirements as it relates to the Firefighters’ Pension by preparing pension benefit calculations, discussing the various options available with employee, and processing all related documents. Maintain a thorough understanding of the Firefighters’ Pension Plan to be able to answer all questions from Fire Department personnel.
• Perform Customer Service:Answer incoming phone calls and refer to appropriate person as necessary. Perform public relations functions with the public, department heads, City officials, and other personnel. Compose letters, memos, and correspondence that may be of a confidential nature.

Perform other duties as assigned.

Job Requirements

• Associate degree in secretarial science or business management.
• Certified Administrative Professional (CAP) certificate or Certified Professional Secretary (CPS) certificate may substitute for an associate degree.
• Over four (4) years of responsible administrative and staff support/office management experience.
• Any equivalent combination of education, training, and experience, which provides the requisite knowledge, skills, and abilities for this job, may be substituted for evaluation at the discretion of City management.

Driver's License Requirements

• Valid South Carolina Class D Driver's License.

Performance Requirements

Knowledge of:

• Policies, regulations, procedures, and functions of the department to which assigned.
• City operations, structure, and responsible parties.
• Standard office practices and equipment.
• Computer research techniques, methods, and procedures.

Ability to:

• Develop and maintain cooperative and professional relationships with employees and all levels of management to include representatives from other departments, external organizations, and the public.
• Appropriately handle confidential information.
• Use effective judgment in discussing and resolving customer related issues consistent with City and department policies and procedures.
• Communicate basic to complex ideas verbally and in writing in a clear, concise and professional manner; prepare written reports, summarize meeting minutes, and compose emails, business letters, and various correspondence.
• Maintain excellent organization and attention to detail; develop and maintain filing systems; and maintain complex records using a variety of source materials.
• Understand and follow complex oral and written instructions.
• Work with frequent interruptions and changes in priorities.
• Type, take, and transcribe dictation.
• Review, proofread, and/or edit assigned work products to ensure correct grammar and consistency of format.
• Make basic mathematical calculations, track and reconcile expenditures, as well as, ensure accuracy of invoices and other related documents.
• Utilize specialized software and systems in performance of job duties which may include work management system, mapping system, and purchasing and financial systems.
• Operate general office equipment to include scanner, printer, copier, telephone, and computer with Microsoft Office Suite.

Working Conditions

Primary Work Location: Office environment.

Protective Equipment Required: None.

Environmental/Health and Safety Factors:

Relatively free from unpleasant environmental conditions or hazards.

Physical Demands:

Continuously requires fine dexterity, handling, vision, hearing, and talking. Frequently requires standing, sitting, walking and twisting. Occasionally requires walking, lifting, carrying, reaching, kneeling, pushing/pulling, climbing, and balancing. Sedentary strength demands include exerting up to 10 pounds occasionally or negligible weights frequently; sitting most of the time.

Mental Demands:

Frequently requires performing multiple tasks simultaneously, working closely with others as part of a team, and tedious or exacting work. Occasionally requires time pressures, frequent change of tasks, and irregular schedule/overtime.

Americans with Disabilities Act Compliance

The City of Greenville is an Equal Opportunity Employer. To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions. Prospective and current employees should contact Human Resources to request an ADA accommodation.

Disclaimer

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.