Executive Administrative Assistant - Fire Department

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Position Title: Executive Administrative Assistant Department: Fire Department FLSA Status: Non-Exempt - Hourly Salary: Grade: H Starting: $24.66 Supervision: Fire Chief Last Reviewed: 1/8/25 Job Summary This is a full-time, non-exempt, non-supervisory position reporting to, and at the direction of, the Fire Chief. Individuals assigned to this position are expected to show professional conduct, be attentive to detail, demonstrate a high degree of accuracy, handle workflow consistently and efficiently, meet deadlines, follow through, keep work organized and easily accessible, think independently, and problem-solve, work with employees at all levels of the organization. Employees assigned to this position will be on a one-year probationary period. Once training is complete, the work will be reviewed periodically to ensure job responsibilities are being met. Ideal Candidate This job focuses on producing high-quality, detailed work based on established standards, guidelines, and procedures. The person in this role needs to be precise, consistent, and patient, with a willingness to prioritize one task at a time. Work in this role tends to be stable, based on existing relationships with people and well-defined processes. Someone in this role will build job knowledge and competency through structured, step-by-step training and positive, supportive coaching from management and peers. They are expected to communicate with others based on the expertise and procedures they develop within the role. To ensure success, this role requires consistent, error-free work based on defined regulations and standards. This role promotes steady, methodical work so that tasks can be completed accurately and on time. ESSENTIAL DUTIES AND RESPONSIBILITIES

• Knowledge of the organization, duties, responsibilities, and functions of a modern municipal fire and rescue organization.
• Knowledge of modern office practices and procedures
• Knowledge of budgetary practices and procedures
• Knowledge of the organization, function, goals, and objectives of the Department
• Knowledge of current practices in the preparation of formal reports and correspondence
• Knowledge of La Vergne Fire and Rescue and the City of La Vergnes rules, policies, and procedures
• Skill in formulating ideas and effectively presenting them.
• Skill in handling verbal and written inquiries and dealing with problems/challenges.
• Ability to use independent judgment and discretion to analyze and solve problems.
• Ability to gather and interpret a wide variety of information.
• Ability to communicate orally and in writing.
• Ability to plan, organize, and coordinate with other internal and external LFRD staff.
• Ability to analyze situations and written materials.
• Ability to compose letters and other forms of correspondence.
• Ability to maintain accurate records and files.
• Ability to establish and maintain effective working relationships.
• Ability to communicate with department members and citizens.
• Ability to type 60 words per minute with a very low error rate.
• Ability to file properly and retrieve files.
• Ability to interpret computer data.
• Ability to read and comprehend broad varieties of written materials.

MINIMUM QUALIFICATIONS

• A High School Diploma or GED equivalent is required.
• Two (2) years of experience in a responsible, independent administrative support position or a two-year degree in an accounting or business-related field is required.
• Any combination of education and experience demonstrating competency to perform the duties outlined in this job description may be considered.
• Must be at least 18 years of age.
• Must possess a valid Tennessee Drivers License or could obtain one in a reasonable period.
• Must be able to complete a cognitive and behavioral assessment during the application process.

KNOWLEDGE, SKILLS, AND ABILITIES Must be proficient in:

• Modern office systems and technology, including personal computers and related software (at a minimum, MS Word, Excel, Outlook, and similar programs) and common office equipment.
• Office Administration and bookkeeping procedures
• Write business letters and email communications and prepare reports.
• Advanced principles and procedures of record keeping and filing to include both hard copy and electronic.
• Customer service and team building techniques.

Must demonstrate the following skills and abilities:

• Read, write, speak, and communicate using the English language.
• Maintain a high level of accuracy and confidentiality concerning financial and personnel matters.
• Excellent interpersonal skills, including the ability to build and maintain effective team relationships with employees, public officials, and the public.
• Consistently respect the individual values of all departmental employees and members of the community
• Effectively communicate, build rapport, and relate well with diverse populations.
• Anticipate, analyze, diagnose, and problem-solve.
• Communicate clearly and concisely, both verbally and in writing.
• Attention to detail.
• Very effective organizational skills
• Proficient skill and ability to read, comprehend, analyze, balance, and reconcile accounting records and to prepare accurate and clear accounting records, worksheets, charts, and reports.
• Proficient skill and ability to add, subtract, multiply, and divide in all units of measure using whole numbers, common fractions, and decimals, as well as to compute percentage rates and other calculations as applied to basic payroll and accounting functions.
• Ability to accurately type 50 words per minute or at an acceptable level of proficiency as required by this position.
• Demonstrate self-control and manage time, multiple projects, and priorities with minimal supervision.
• Work under stressful conditions with various personality types and expectations.
• Emphasize customer service in all aspects of community interaction by anticipating and meeting customer needs, wants, and expectations whenever possible.
• Decision-making skills

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is frequently required to sit, stand, talk, or listen. The employee is occasionally required to walk, squat, bend, use hands to operate, finger, handle, or feel objects, tools, or controls, and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and the ability to adjust focus. WORK ENVIRONMENT Office Setting within the Fire Department: The Executive Administrative Assistant works primarily within an office environment located in the fire department headquarters. The role involves managing administrative tasks, including scheduling, correspondence, document preparation, and supporting the departments leadership in their daily operations. High-paced and Responsive: Given the context of emergency services, the work environment can be fast-paced and requires a high degree of responsiveness. The Assistant must be adaptable, able to manage multiple tasks simultaneously, and respond quickly to urgent requests or situations that arise within the department. Collaborative and Interdepartmental Interaction: Collaboration with various levels of fire department personnel, other municipal departments, and external agencies is a key part of the role. The Executive Administrative Assistant acts as a liaison, facilitating communication and coordinating activities between the fire department and other stakeholders. Confidentiality and Discretion: Handling sensitive and confidential information is a regular duty for the Executive Administrative Assistant. Discretion and integrity are paramount, as the role involves access to personnel records, emergency response details, and other confidential departmental information. Event and Meeting Coordination: Organizing and coordinating meetings, events, and training sessions for the fire department, including logistics, materials preparation, and attendee communication, is an important responsibility. This may occasionally extend to off-site locations or involve setup for public engagement events. Physical Demands: While the role is primarily office-based, it may require occasional physical tasks such as organizing departmental events, managing filing systems, and transporting documents or materials within the department or to other municipal buildings. Flexible Schedule: This position is not remote. This position has standard office hours of Monday - Friday from 8:00 am - 4:30 pm. Flexibility in the work schedule is necessary, as the Executive Administrative Assistant may need to adjust hours to accommodate department leadership schedules, meetings, or departmental emergencies that require support outside of typical business hours. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. THE CITY OF LA VERGNE IS AN EQUAL OPPORTUNITY EMPLOYER AND DOES NOT DISCRIMINATE ON THE BASIS OF RACE, SEX, COLOR, RELIGION, NATIONAL ORIGIN, AGE, DISABILITY, OR VETERAN STATUS IN EMPLOYMENT OPPORTUNITIES.

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After reading and knowing the criteria and minimum requirements for qualifications that have been explained from the Executive Administrative Assistant - Fire Department job info - The City of La Vergne, La Vergne, Tennessee La Vergne, TN above, thus jobseekers who feel they have not met the requirements including education, age, etc. and really feel interested in the latest job vacancies Executive Administrative Assistant - Fire Department job info - The City of La Vergne, La Vergne, Tennessee La Vergne, TN in 2025-01-10 above, should as soon as possible complete and compile a job application file such as a job application letter, CV or curriculum vitae, FC diploma and transcripts and other supplements as described above, in order to register and take part in the admission selection for new employees in the company referred to, sent via the Next Page link below.