Administrative Assistant II - Rochester, United States - City of Rochester, MN

Description

The City of Rochester invites applications for the position of:

Administrative Assistant II - Fire

Nature of Work

The Administrative Assistant II performs moderately complex clerical support work that requires knowledge of laws and regulations affecting departmental operations.

Typical duties include, but are not limited to:

performing routine accounting or payroll tasks; entering and manipulating data in computerized systems; maintaining a records retention system for the department; and providing administrative support to Fire Administration and the Fire Marshal's Office.

The Administrative Assistant II also performs receptionist duties and is an important first point of contact for the department for in-person, electronic, and phone customers on a regular basis.

The person is responsible for promoting an overall positive customer service experience for Fire Department.

Starting salary is $28.27 per hour with advancement to $35.51 per hour.

To have your application considered in the first round of reviews, please apply before May 15th, 2024.

The City of Rochester is committed to a community where all members feel a sense of belonging.

We commit to recognizing the diversity of our community members, listening to ALL voices and providing equitable services to create an inclusive place to live, play and work.

We believe EQUITY should be at the center of all our work.

We strive to represent our community in our teammates, as we know that diverse and inclusive teams are more innovative, and have an empowering impact on the work, progress and culture of our community.

It takes us all working together

The work below is representative of the scope of work performed within this job classification. Individual job duties will vary based on work assignment or location.

• Customer Service and Administrative Support
• Greet and direct internal and external customers in a welcoming, respectful, and professional manner.
• Answer incoming telephone calls and electronic communications to resolve customer needs and/or direct customers to appropriate teammates as necessary.
• Provide support to agency leadership for written and verbal correspondence and/or communication. Take, transcribe, and/or distribute meeting minutes as needed.
• Schedule a wide variety of meetings, seminars, training sessions, and other agency events; maintain calendar activities.
• Provide support for open houses, public presentations, department events or initiatives as necessary.
• Prepare materials, compile meeting agendas and agenda packets, legal notices, and minutes for Fire Civil Service and other groups.
• Assist in the development of notices, flyers, brochures, and other information materials.
• Maintain inventory of office supplies and forms; order supplies and forms as authorized.
• Process, sort, and file correspondence, documents, or other materials in accordance with established procedures.
• Maintain and update department files in a timely manner including indexing and archiving of plans, project files and folders.
• Compile information and prepare special reports as requested.
• Compile Freedom of Information Act data requests.
• Maintain departmental internet and intranet pages.
• Prepare Request for Council Action (RCA) forms as requested.
• Manage Fire Department identification card and door control access program; issue and print department identification cards, maintain staff credentials in door control access program, maintain Fire Department door control access partition (S2) and coordinate with other departments for appropriate teammate door access.
• Improve existing and develop new processes throughout the Fire Department; Laserfiche development/implementation team, ACCELA implementation/improvement team, etc.

Perform cost recovery and accounting functions for the Fire Department.

• Serve as Payroll Liaison. Review daily roster for errors and omissions. Assist teammates with timecard preparations in appropriate timekeeping system (AS400, First Due, Kronos, etc.); process FLSA reports and payment, respond to teammate questions regarding payroll, and work with Finance and Human Resources teammates on biweekly payroll.
• Maintain and audit departmental payroll records; workers compensation reports, injured on duty reports, updated work status reports, Family Medical Leave, and military leave.
• Complete Personnel Action Forms as needed.
• Maintain all staffing rosters.
• Receive and code invoices; enter payment vouchers into City's automated accounting system, obtain authorization and submit to the Finance Department for payment processing.
• Manage agency cash receipts, input balances into accounting system, prepare bank deposit forms, and track funding to proper accounts.
• Prepare Purchase Orders as necessary and verify account codes and processes.
• Assist in preparing various reports (financial, statistical, or operational) on a monthly, quarterly, and yearly bases or as requested.
• Reconcile departmental credit cards monthly; process all credit card purchases in accordance with the Finance Department's requirements, properly code payments and enter as required by 3rd party vendor.
• Operate the Fire Department's commissary system; fill requests, maintain inventory in accordance with Finance Department requirements.
• Provide administrative support to the Fire Marshall's Office
• Review and process fire protection equipment permit applications.
• Manage the annual occupancy permit system; review renewal applications, issue late notices to those occupancies out of compliance, and assist customers in updating appropriate records.
• Prepare and disperse plan review letters and liability notices.
• Maintain complete and accurate building/business records.
• Process Tier II chemical reports.

Perform other duties as assigned or necessary.

*ESSENTIAL FUNCTIONSEducation and Experience

An Associate's degree from an accredited program in business, accounting, administrative support or closely related field AND two (2) years of full-time employment experience

OR

A high school diploma AND five (5) years of full-time employment experience

If this work interests you but you are unsure if you meet all the job requirements listed above, please apply anyway Your experience is likely more applicable to the role than you think, and the City is interested in candidates who can bring not only technical expertise but a variety of lived experience to the team.

POSITION COMPETENCIES

Customer Focus:
Building strong customer relationships and delivering customer-centric solutions.

Interpersonal Savvy:
Relating openly and comfortably with diverse groups of people.

Demonstrates Self-Awareness:
Using a combination of feedback and reflection to gain productive insight into personal strengths and weaknesses.

Optimizes Work Processes:
Knowing the most effective and efficient processes to get things done, with a focus on continuous improvement.

Tech Savvy:
Anticipating and adopting innovations in business-building digital and technology applications.

Ensures Accountability:
Holding self and others accountable to meet commitments.
KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

office practices and procedures; accounting practices and procedures; payroll processing; data entry operations, applications, and software including all Microsoft Office programs.

Skill in:

communicating with customers through various mediums; handling cash transactions; the use of standard office equipment; providing excellent customer service in a professional manner; and effectively interacting with teammates, departments, management, outside agencies and the general public.

Ability to:

handle frequent interruptions; present a positive image of the agency; communicate effectively both orally and in writing with internal and external customers; establish and maintain effective working relationships; work as part of a team; work self-directed, be detail-oriented and well-organized; exercise independent judgment and initiative; follow instructions and prescribed procedure; maintain records; make accurate calculations and provide accounting procedures; perform alphabetical and numerical filing; and demonstrate flexibility and respond to changing requirements and job assignments, understand and interpret union contract, personnel policies, Civil Service rules and regulations and departmental policy and procedures; apply accounting concepts and perform varied mathematical calculations rapidly and accurately;; and maintain confidentiality.

PHYSICAL AND ENVIRONMENTAL CRITERIA
In compliance with the Americans with Disabilities Act, the following represents the physical and environmental demands for this position. The employee must be able to perform the essential functions with or without accommodation.

In consideration of the overall amount of physical effort required to perform this position, the work is best described as

Sedentary Work:

Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.

Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Physical demands that may be required continuously (2/3 or more of the time), frequently (1/3 to 2/3 of the time), and occasionally (up to 1/3 of the time) are noted below:


Continuous demands:
sitting, fine dexterity.


Frequent demands:
standing, walking, reaching, and handling.

Occasional demands:
lifting, carrying, pushing/pulling, kneeling, crouching, crawling, bending, twisting, climbing, balancing, and foot controls.

Sensory requirements necessary in the performance of the essential functions of this position include: sight, hearing, touch.

Environmental conditions that may exist in the performance of the essential functions of this job include: NONE (not substantially exposed to environmental conditions).