Management Assistant

Overall Job Objective

Summary of Job Duties

Salary to be commensurate with experience.
The hiring range for this position is $41,198 $49,436 /Annually
The salary range for this position is $41,198 - $57,673/ Annually

All applications must include a resume and a writing sample.

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
The Vision of the Aurora Fire Rescue is to be a diverse full-service organization that embraces the community through compassionate response to fire and medical emergencies and risk reduction. Aurora Fire Rescue is separated into five divisions: Office of the Fire Chief, Management Services, Emergency Response Operations, Preparedness, and Investigations & Inspections. The Fire Management Services division is responsible for business related operations, general finance and budgeting, and department procurement and logistics.

Aurora Fire Rescue is seeking a dynamic and self-motivated individual to perform complex administrative tasks and customer service for the Fire Management Services Division.


***This posting is scheduled to close on May 25th, 2021 at 5:00 pm, however is subject to close at any time without prior notice. Thank you** PRIMARY DUTIES & RESPONSIBILITIES

• Maintains 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)
• Answers phone, email, and in-person inquiries on behalf of other staff or the department
• Cross-trains for various duties within the department
• Plans, assigns, monitors, and coordinates the work activities of support staff including training, scheduling, and coordinating work assignments
• Supports staff with processing public records requests, retrieval of information, and addressing routine questions or problems as necessary
• Completes billing support work including invoicing for fees and monitoring customer accounts
• Organizes meetings, events and activities for the Fire Chief and other executives
• Assists in the preparation and maintenance of the departments manual of procedures
• Prepares and edits correspondence, reports, memos, meeting agendas, and other documents for clarity, grammar, and spelling
• Takes, transcribes, prepares, and distributes minutes of meetings
• Prepares and distributes packets and minutes for Council policy committee meetings
• Makes travel arrangements, secures accommodations, and processes expense reports
• Manages purchasing needs for the department, including preparing purchasing requisitions and verifying and processing invoices for payment
• Performs all other tasks as assigned

MINIMUM QUALIFICATIONS

MINIMUM QUALIFICATIONS
An equivalent combination of education, training, and experience that demonstrates required knowledge, skills, and abilities may be considered.

Education:

• High School Diploma or GED

Experience:

• 3 years of administrative support experience

Preferred Qualifications:

• Associates degree in business administration or related field
• Previous experience working with a public safety agency
• Lead or supervisory experience

Knowledge:

• Business English and math
• General knowledge of office equipment and personal computers with related word processing, database, and spreadsheet applications
• Broad knowledge of the organization focused on productivity and innovation

Skills:

• Efficiently and accurately key information using a keyboard and skill in performing data entry
• Operating a personal computer with related software programs that includes word processing, database, and spreadsheet applications
• Strong interpersonal communication and customer service
• Checking information for accuracy and completeness and correcting errors

Abilities:

• Establish and maintain effective working relationships with employees, different departments, citizens and elected officials both up and down the chain of command
• Multi-task ability to effectively manage multiple projects with deadlines
• Communicate effectively both verbally and in writing
• Handle sensitive situations with tact and diplomacy
• Maintain the confidentiality of sensitive information

Licenses and Certifications Required:

• Valid Colorado driver's license with a good driving record

WORKING CONDITIONS

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:

• Sedentary work lifting no more than 10 pounds
• Occasional lifting, carrying, walking and standing
• Frequent hand/eye coordination to operate office equipment
• Clear vision to read and interpret reports and other written material
• Frequent speech communication and hearing to maintain communication with employees and citizens

Work Environment:

• Works primarily in clean, comfortable environment.

Equipment Used:

• Frequently uses standard office equipment including computer, calculator, 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.) during 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.