HomeMy WebLinkAbout2020-07-20-I01F Job Description_FD Administrative AssistantAGENDA ITEM:
CITY OF WAUKEE, IOWA
CITY COUNCIL MEETING COMMUNICATION
MEETING DATE: July 20, 2020
AGENDA ITEM:Consideration of approval of a resolution approving a job description and pay
grade [Administrative Assistant - Fire]
FORMAT:Consent Agenda
SYNOPSIS INCLUDING PRO & CON: Job description for an Administrative Assistant within the
Waukee Fire Department has been created at the non-union pay grade of N24.
FISCAL IMPACT INCLUDING COST/BENEFIT ANALYSIS:
COMMISSION/BOARD/COMMITTEE COMMENT:
STAFF REVIEW AND COMMENT: The Fire Chief and Human Resources Director recommend
the approval of the job description and pay grade.
RECOMMENDATION: Approve the resolution.
ATTACHMENTS: I. Proposed Resolution
II. Job Description – Administrative Assistant
PREPARED BY:Michelle Lindsay
REVIEWED BY:
I1F
THE CITY OF WAUKEE, IOWA
RESOLUTION 2020-
APPROVING JOB DESCRIPTION AND PAY GRADE
[ADMINISTRATIVE ASSISTANT]
IN THE NAME AND BY THE AUTHORITY OF THE CITY OF WAUKEE, IOWA
WHEREAS, the City of Waukee, Dallas County, State of Iowa, is a duly organized Municipal
Organization; AND,
WHEREAS, the Fire Chief proposes the creation of a non-represented, Administrative Assistant
position; AND,
WHEREAS, the addition of the position of Administrative Assistant was approved as part of the
FY21 budget process; AND,
WHEREAS, the pay grade for the position shall be N24; AND,
WHEREAS, the Fire Chief and Human Resource Director recommend establishing the position
and approving the job description and pay grade.
NOW THEREFORE BE IT RESOLVED by the City Council of the City of Waukee, Iowa on
this 20th day of July, 2020, that it hereby approves the job description and pay grade for
Administrative Assistant, Fire Department.
____________________________
Courtney Clarke, Mayor
Attest:
___________________________________
Rebecca D. Schuett, City Clerk
RESULTS OF VOTE: AYE NAY ABSENT ABSTAIN
Anna Bergman
R. Charles Bottenberg
Chris Crone
Larry R. Lyon
Ben Sinclair
Administrative Assistant – Fire Department Page 1 Council Approved
City of Waukee
JOB DESCRIPTION
Job Title: Administrative Assistant Reports to: Fire Chief
Dept/Div: Fire Department Direct Reports: None
Union Status: Non-Represented - Confidential FLSA Status: Non-Exempt
Pay Grade: N24
JOB PURPOSE: Provides confidential and administrative support to the Fire department, including word
processing, maintaining files, answering phones, and responding to inquiries from the
public and other departments. Assists with billing services on ambulance accounts through
private insurance, Medicare and Medicaid.
ESSENTIAL FUNCTIONS:
(Order of Essential Functions does not indicate importance of functions.)
1. Provides administrative support to the Fire Chief, Deputy Fire Chief, Fire Marshal and other fire/EMS
personnel as needed.
2. Provides exceptional customer service in-person, over the phone and via email, to employees, other
departments, members of the public and others.
3. Enters patient account payments, works with hospitals, patients and ambulance billing companies to
reconcile invoices and processes deposits to Finance department.
4. Answers inquiries from patients and other parties regarding accounts.
5. Screens and directs incoming telephone calls and walk-in visitors, answering questions in known subject
matters, resolving minor customer complaints and forwarding other issues to appropriate staff member.
6. Works closely with appropriate command staff regarding consistency in various reports and records
generated by other department staff. Compiles data and prepares a wide variety of reports for the
department as directed.
7. Issues permits as authorized and approved by a Chief Officer.
8. Performs clerical duties and projects as requested by the Fire Chief or his/her designee.
9. Types and prepares a variety of correspondence, memorandums, reports, and other documents, from
general instruction using standard office software.
10. Maintains an accurate and efficient filing system for the Fire department. Monitors and purges files in
accordance with applicable legal regulations and the City’s retention schedule.
11. Sorts and routes incoming departmental mail and prepares outgoing mail. Orders and distribute office
supplies.
12. Performs other duties or assumes other responsibilities as apparent or assigned.
SUCCESS FACTORS:
1. Able to take action in solving problems while exhibiting judgment and a systematic approach to decision
making.
2. Able to effectively communicate orally (in person and over the telephone) and in writing (using electronic
devices and handwritten) in English with other employees, vendors and the community.
3. Ability to establish and maintain positive, processional working relationships with co-workers and
supervisors.
4. Ability to work with the public in a friendly tactful manner.
5. Ability to use common Microsoft Office programs, such as Word, Excel and email.
6. Ability to master department specific software and processes for data entry, retrieval, routing and
reporting.
7. Display willingness to listen and learn.
8. Show initiative to seek other work upon completion of a task.
9. Safeguards confidential information and uses it or discloses it only as expressly authorized or specifically
required in the course of performing specific job duties.
Administrative Assistant – Fire Department Page 2 Council Approved
10. Understand and internalize the importance of seeking resolution to problems and concerns by bringing
them to the direct attention of the supervisor in a timely manner.
11. Demonstrate sound time-management skills by effectively and efficiently organizing, prioritizing, and
completing multiple assignments in a timely manner.
12. Attentive to the City’s standards for customer service, accuracy, quality, efficiency and all city policies and
procedures.
QUALIFICATIONS:
1. High School diploma or General Education Degree (GED). Associate’s degree or certificate in a related
field from an accredited college, university or technical school preferred.
2. Two years related work experience.
3. Proficient in Microsoft Office Suite, data base management and office machines.
4. Working knowledge of HIPAA and familiarity with medical terminology preferred.
5. Experience in public sector, fire or medical area preferred.
PHYSICAL REQUIREMENTS:
While performing the duties of this job, the employee is regularly required to sit, stand and move about the
office; use hands and fingers to handle or feel objects, tools or controls; and reach with hands and arms. The
employee is required to speak, hear and see in order to share information, receive instructions, type and
complete tasks using a computer. The employee must occasionally lift and/or move up to 25 pounds.
WORKING CONDITIONS:
The normal work environment is a modern, climate-controlled office building, with moderate levels of noise
generated by conversations, phones and other office equipment.
I have read and understand the information contained in the Job Description. I understand that this Job Description is not intended and
should not be construed as an exhaustive list of all the responsibilities, skills, efforts, or working conditions associated with this job.
Also, while this list is intended to be an accurate reflection of the current job, the Employer reserves the right to revise the functions and
duties of the job or to require that additional or different tasks be performed as directed by the Employer. I understand that I may be
required to work overtime, different shifts or hours, outside the normally defined workday or work week. I also understand that this job
description does not constitute a contract of employment nor alter my status as an at-will employee. I have the right to terminate any
employment at any time and for any reason and the Employer has a similar right.
Signature Date
The City of Waukee is an Equal Opportunity Employer. In compliance with Americans with Disabilities Act Amendments Act, the City
will provide reasonable accommodations to qualified individuals with disabilities, and encourages prospective employees and job
incumbents to discuss potential accommodations with the Employer.