Administrative Specialist - Fire Administration

Overall Job Objective

Summary of Job Duties

Salary to be commensurate with experience.
The hiring range for this position is $17.72630 - $23.8986
The salary range for this position is $17.72630 - $24.85390

All applications must include a Cover Letter and Resume.

It is an exciting time to work for the City of Aurora! We are looking for dedicated and collaborative individuals to strengthen our team of talented and valued employees. At the City of Aurora, we demonstrate our excellence by modeling the CORE 4 Values of: Integrity, Respect, Professionalism, and Customer Service, and we welcome all who share these values.

OVERVIEW OF POSITION / DEPARTMENT
Aurora Fire Rescue is seeking a dynamic and self-motivated individual to perform clerical tasks and customer service for the Fire Administration Division. A sample of duties include: reception, records management, mail handling, scheduling facilities, and answering and referring calls and emails.

Aurora Fire Rescue
The Vision of the Aurora Fire Rescue is to be a diverse full-service organization that embraces the community through compassionate response and risk reduction. We respond to over 42,575 incidents (54,907 unit responses) yearly and strive to provide exceptional service to the community by well trained professionals.

Aurora Fire Rescue is separated into five divisions:

• Administration - Fire Chief's Office, analytics, technology
• Operations - Initial 911 response, EMS, special operations etc.
• Management Services - Finance and budget, logistics of supplies for fire facilities and apparatus
• Preparedness - Fire Academy, Office of Emergency Management, Recruitment and Professional Development, and Health and Safety
• Life Safety/Fire Marshall - Fire Investigations, fire code inspections, community relations and internal affairs

PRIMARY DUTIES & RESPONSIBILITIES

• Serve as front desk receptionist, attending to walk-in customers and answering and referring calls and emails
• Maintain a thorough knowledge and understanding of the services, policies, and programs offered by the Department (including but not limited to emergency response, fire safety, smoke and carbon monoxide detector inquires, arson investigations, and patient care reports)
• Act as the primary point of contact for receiving and processing public records requests, coordinate the retrieval of information, and address routine questions or problems as necessary
• Prepare and assist in the preparation and maintenance of the departments manual of procedures
• Complete billing support work including invoicing for Fire Fees and monitoring customer accounts
• Coordinate meetings, events and activities for the Fire Chief and with Executive Staff and other Department staff members
• Schedule city rental facilities for outside meetings and events
• Perform basic and routine clerical functions, such as mail handling, filing, records maintenance, and data entry
• Process documents, create purchase requisitions, and track invoices and vendor payments
• Perform office functions such as distributing and copying documents, moving and storing items, and composing forms and standard documents
• Monitor and maintain the Department's website
• Research information, organize, evaluate and compile results to prepare detailed summaries
• Perform all other tasks as assigned

MINIMUM QUALIFICATIONS

• High school degree, GED, or equivalent experience.

• At least 2 years clerical experience including experience using personal computers and related software.
• More than 3 years of experience is preferred. Previous experience working with a public safety agency is preferred.
  

• Knowledge of standard office procedures, general business practices, report formatting and records maintenance, business English, and math
• Personal computers including word processing, database and spreadsheet applications
• Knowledge of Fire acumen
  
  

• The ability to establish and maintain effective working relationships with employees and citizens
• Respond to customer inquiries and complaints in a timely manner
• Handle sensitive or stressful situations with tact and diplomacy
• Communicate effectively both verbally and in writing
• Compile and prepare reports
• Take and transcribe information
• use a variety of office equipment; multitask various administrative duties at once
• Maintain the confidentiality of sensitive information.

• Strong organization, communication, interpersonal and planning skills are required.
• Skill in the operation of personal computers with related software applications
• Accurately and efficiently key information using a keyboard, and skill in using proper telephone etiquette
• Skilled in attention to details
  
  

• None

WORKING CONDITIONS

Essential Personnel:

• When a local announcement of emergency or disaster is declared by the City, all City of Aurora employees may be required to work as essential personnel.

Physical Demands:

• Primarily sedentary physical work requiring ability to lift 10 pounds with or without assistance
• Occasional lifting, carrying, walking and standing
• Frequent hand/eye coordination for operation of office equipment
• Vision for reading and interpreting reports and data analysis and preparation
• Frequent speech communication, hearing and listening to maintain communication with employees and citizens
• Speech communication to give instructions and provide technical direction
• Hearing/listening for receiving calls and instructions

Work Environment:

• Works primarily in a clean, comfortable environment
• Works evenings, nights, weekends, overtime and on-call

Equipment Used:

• Frequently uses standard office equipment including computers, multi-line telephones and copy/fax machines
• This position may require the incumbent to occasionally use personal equipment (e.g. vehicle, cell phone, tools, etc.) in the course of their employment

For Veterans preference: Please show all of your employment history, including military service and related documentation (DD214) on the application.

The City of Aurora is an equal opportunity employer. We are required by state and federal agencies to keep certain statistical records on applicants. It will not be used in any way to discriminate against you because of your sex, race, age, sexual orientation, creed, national origin, disability or military status, gender identity, unless related to a bona fide occupational qualification as defined by the Colorado Civil Rights Commission and the Equal Opportunity Commission.

If you need assistance in completing this application, please feel free to contact our office at: 303-739-7225 or visit us at 15151 E Alameda Pkwy., Suite 3500, Aurora, CO 80012.

Despite the changes in Colorado law, the City of Aurora maintains a drug free workplace. A positive test of marijuana is grounds for disqualification and ineligibility for employment with the city for one year or termination once hired.

Drug Testing, Thorough Criminal Background Check, and Employment References:
As a condition of employment, all applicants selected for employment with the City of Aurora must undergo a thorough criminal background check and drug screening. Employment references will be conducted on finalists for City of Aurora vacancies.