Fire Department: Administrative Asst/Staff Clerk

Summary:

As a full-time, non-exempt status employee of the City of Hanahan, the Clerk serves as confidential administrative assistant to the Fire Chief and his\her command staff. This position requires the individual to perform the work outlined below in the highest legal, moral, and ethical standards of this Department and the City of Hanahan. This position serves as administrative clerical support to the Fire Chief, relieves management staff of clerical and administrative tasks, and performs any clerical support tasks as outlined by the job description or determined by the Fire Chief.

The essential functions are listed below,  management may assign additional functions as necessary:

• Prepare business meeting agenda items, letters, memos, reports, minutes or other detailed information from brief instruction, recorded drafts, handwritten or typewritten drafts or digital recorded dictation as directed by the Chief or Battalion Chiefs.
• Responsible to safeguard the confidentiality of information involving personnel or other issues within the Fire Department and other city agencies.
• Manage incoming requests for assistance from other county, city, and State of Federal agencies.
• Manage business and public inquiries and provide a department response within 24 hours.
• Schedule appointments for Fire Chief, Deputy Chief, Training Captain, Battalion Chiefs, and Fire Inspector. Schedule and manage department functions as directed by the Command Staff.
• Attend staff meetings with the Chief and other meetings as directed.
• Compile all correspondence for Fire Department to include but not limited to agenda items, letters, memos, and reports as instructed.  May include confidential personnel documents.
• Monitor local, state, and federal actions and keep current on pending issues that may impact the Fire Department.
• Manage and maintain proficiency with fire department software, City of Hanahan software, and all reporting agencies websites. Proficient at executing research using data searches. Proficient at collecting information from various sources.
• Act as a liaison to communicate information between the department head, staff and representatives from other departments, agencies, and the public.
• Manages fire inspection documentation within the Software program under the direction of the designated inspector.
• Maintain all software with software representatives. Report all problems and maintain complete records of representative contacts.
• Submit quarterly from software database, fire related incidents into NFIRS state database.
• Process all inspection reports according to department procedure, including but not limited to reviewing location information and current contact information.
• Receive, open, sort, time/date stamp and route incoming interoffice and US Mail appropriately.
• Set up and maintain a variety of files.
• File, index, and retrieve correspondence and records, determining proper file designation to be used and see that proper distribution and disposition of notices, memoranda, directives, and related material is made.
• Develop new forms for use by officers and support staff to help streamline office/department practices and store commonly used forms in a drive that is accessible to other HFD employees.
• Coordinate department's extensive Annual Report, which includes the gathering of information, fires and other related statistics, photographs and writes and/or edits reports for this annual project, as required by City Ordinance.
• Reconcile daily rosters for fire department members to include review of acting duties, sick days taken, vacation days taken and overtime; transfer that information to individual payroll records, obtain supervisor's signature and turn into Payroll Department for processing.  Generate individual payroll record for review by the individual firefighter/fire department employee.
• Maintain daily operation of standard office equipment including maintenance and scheduling needed repairs.
• Generate and file reports to all reporting agencies to maintain compliances (NFIRS, NFPA, DSPS), etc.
• Prepare travel requests and expense reports for Fire Department staff.
• Provide support services in the event of an emergency incident which could include callbacks of personnel, communications with Battalion Chief\Chief, relaying of information to other personnel and agencies, etc.
• File training and other information into department personnel files.
• Reconcile sick and vacation reports for department personnel.
• Develop and recommend office procedures and practices and implement as approved.
• Track and record professional standard records of the department, including the tracking of Notice of Claims, civil suits and helping prepare legal response when required or mandated on behalf of the Chief.
• Assist Command Staff in preparing for Awards, Swearing-in, and other public/internal ceremonies.
• Operate computers to input, access and print a variety of data and reports.
• Make travel arrangements, schedules appointments, and maintain the department head's calendar; arranges conferences and meetings.
• Screen department head telephone calls, gathering information and resolving the concern or directing the caller to the appropriate source.
• Assist command staff to acclimate new officers into department, gathering information, helping officers acquire other essential equipment, policies, etc.
• Perform other related duties as required.
• Maintain and track departmental inventory to include EMS supplies.
• Assist in restocking of units Monday through Friday as calls require.

Minimum Qualifications

• Requires high school diploma or GED equivalent supplemented by formal training, special courses or self-education that is equivalent to satisfactory completion of one year of college education, or:

• Specialized advanced training in fire service or a closely related field, or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities.

• Four years of increasingly responsible clerical experience which would provide the knowledge and abilities listed above. Additional experience in effectively managing people, conflict resolution, communicating with the public would be considered.

• Valid SC Drivers License

Starting salary range: $40,698.00 to $52,635.86 DOQ & DOE. The City of Hanahan offers a competitive benefit package including health insurance and participation in the State Retirement plan (PEBA.) The City of Hanahan is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.

Submit your Resume and City Employment Application by email to Kristine Amara.

In person submittals:

City of Hanahan – Attn: Human Resources                             

1255 Yeamans Hall Road

Hanahan, SC 29410

The City of Hanahan is an Equal Opportunity Employer.