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Fire - Administrative AssistantAdministrative Assistant – Fire Department Page 1 Council Approved 7/20/2020 Revised 10/13/2021 City of Waukee JOB DESCRIPTION Job Title: Administrative Assistant Reports to: Fire Chief Dept/Div: Fire Department Direct Reports: None Pay Grade: N24 FLSA Status: Non-Exempt 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. 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. Administrative Assistant – Fire Department Page 2 Council Approved 7/20/2020 Revised 10/13/2021 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.