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Employer: Arkansas City
Division:
Job Title: Administrative Assistant-Fire Department/Parks& Facilities
Salary: $12.86 Hourly


Job Description:

ADMINISTRATIVE ASSISTANT

(Fire and Parks & Facilities Department)

Duties of this full-time position include a variety of clerical, secretarial and administrative work in keeping official records, providing administrative support to the Fire/EMS Chief and the Parks & Facilities Director.  Performs routine clerical and administrative work in answering phones, receiving the public, providing customer assistance, processes payment of invoices and data processing. This position requires the ability to work independently, work well with others and perform in a team environment on a daily basis.  Frequent interaction with the general public and other employees is required.

The ability to provide outstanding customer service to applicants, vendors and employees is essential.  Excellent communication skills (verbal and written) and the ability to work well with others are crucial in this position.  Must be able to manage time well and prioritize tasks while maintaining a high level of professionalism and confidentiality.  Accuracy, attention to detail and ability to multi-task is required.  Candidates must possess an Associate Degree (Bachelor Degree preferred)/acceptable equivalent and a valid driver’s license with a safe driving record as determined by the employer. 

The successful applicant must pass post-offer, pre-employment drug/alcohol screens along with physical capacity profile and background checks.

Pay Range: $12.86/hour - $17.40/hour.

The City of Arkansas City provides an excellent benefits package including family health and dental insurance, life insurance and KPERS retirement benefits.

Applications accepted until filled, initial review begininng Monday October 8th, 2018.

 

CITY OF ARKANSAS CITY

ADMINISTRATIVE ASSISTANT

Department: Fire/EMS and Parks & Facilities                                                                Pay Range:  17

Division: None                                                                                                                   Location:   Fire/EMS  Department

FLSA: Hourly, Non-Exempt                                                                                               

Work Shift: Generally M-F (unless otherwise neccessary)                                 

Work Status:  Full-Time            

PCP Level:  1-Sedentary Work                 

KPERS:  KPERS Covered Position                                                                                                                                     

Residency:  None                    

Response Time: 20 Minutes                                                                                                                                                                                                                          

Cell Allowance: No         

 

City Manager Signature:                                                                                                        Date Approved:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

GENERAL OVERVIEW OF POSITION AND RESPONSIBILITIES

Performs a variety of clerical, secretarial and administrative work in keeping official records, providing administrative support to the Fire/EMS Chief and the Parks & Facilities Director.  Performs routine clerical and administrative work in answering phones, receiving the public, providing customer assistance, processes payment of invoices and data processing. This position requires the ability to work independently, work well with others and perform in a team environment on a daily basis.  Frequent interaction with the general public and other employees is required.

SUPERVISION RECEIVED

Works under the general guidance and direction of the Fire/EMS Chief.

SUPERVISION EXERCISED

None.

ESSENTIAL FUNCTIONS

Essential functions of the job may include but are not limited to the following:

  • Professionally greets and assists the public.
  • New employee orientation on administrative issues and uniforms.
  • Ordering of janitorial supplies; keeping supplies stocked.
  • Performs data entry, word processing and report generation including preparation of spreadsheets, databases and other specialized functions.
  • Receives the public and answers questions, responds to inquiries from employees, citizens and others and refers, when necessary, to appropriate persons in a timely matter.
  • Prepares requisitions, maintains vendor files.
  • Prepares credit card logs and processes transactions.
  • Maintains chart of accounts on purchases and assists with preparing annual budget.
  • Procurement of office materials and supplies.
  • Maintains files on all apparatus, vehicles and equipment.
  • Processing of leave and payroll preparation.
  • Data entry in Firehouse software.
  • Prepares statistical, monthly and annual reports.  Prepares evidence reports, transcribes confidential fire investigation interviews and reports.
  • Receives and distributes incoming mail and processes outgoing mail.
  • Composes, types, edits and routes correspondence, reports, memoranda, and other material requiring judgment as to content, accuracy and completeness.
  • Plans and organizes conferences, fairs and meetings; schedules appointments and makes travel arrangements.
  • Directs preparation of records such as notices, minutes and resolutions.
  • Responsible for the appearance, cleanliness and organization of office and break area as needed.  Cleans and organizes as necessary.

NON-ESSENTIAL FUNCTIONS

  • Attendance at training, workshops and seminars.
  • Serve on various employee committees and may take notes.
  • Set up meeting rooms (including laptop and projector).
  • Other duties as assigned.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

  • Must be trustworthy and possess a professional demeanor.
  • Ability to work confidentially and with extreme discretion.
  • Ability to establish and maintain cooperative relationships with the general public and city employees.
  • Ability to exemplify and foster an enthusiastic, resourceful and effective service attitude.
  • Willingness and ability to use independent judgment as well as take direction.
  • High degree of organizational skills and problem solving ability.
  • High attention to detail.
  • Ability to execute tasks accurately without excess supervision.
  • Ability to work independently and efficiently on time-sensitive projects.
  • Ability to assist and support others.
  • Ability to manage multiple tasks.
  • Ability to work with speed and accuracy.
  • Ability to work in a fast paced work environment.
  • Excellent written, verbal and customer service skills.
  • Working knowledge of computers and electronic data processing.
  • Working knowledge of modern office practices and procedures.
  • Ability to handle stressful situations.

EDUCATION AND EXPERIENCE

  • High school diploma or acceptable equivalent.
  • Two (2) years of increasingly responsible related experience, with specialized course work in general office practices such as typing, filing, accounting and bookkeeping.
  • Two-year community college degree or vocational school training in political science, business administration, public administration or related field. Bachelor Degree preferred.
  • Any combination of the above as determined appropriate by the employer.

CERTIFICATION(S) AND LICENSE(S)

  • Must possess a valid driver’s license with a safe driving record as determined by the employer.

PRE- EMPLOYMENT TESTING

Components of the following pre-employment testing will be conducted and successfully completed by the employee:

  • Administrative Support Skills testing
  • MS Office General Skills testing
  • Criminal history background checks
  • Physical Capacity Profile – Level 1
  • Drug screen
  • Alcohol screen

WORK ENVIRONMENT AND CONDITIONS

The work environment and conditions described here are encountered in performing the essential functions of this position.  Typical office atmosphere.  Works with others on a regular basis.  Noise level is generally low and temperatures are regulated. There is some exposure to automotive fumes, odors and smoke.  The noise level in the office work environment is usually quiet, but the individual is frequently exposed to hearing loud alarms.

ESSENTIAL PHYSICAL FUNCTIONS

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.

Must meet Level 1 in Department of Labor’s Dictionary of Titles – Sedentary Work exerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently.  Involves sitting most of the time, but may involve walking or standing.

         LIFTING

Maximum Force

None

Limited

(0-1 hour)

Occasional

(1-3 hours)

Frequent

(3-6 hours)

Constant

(6-8 hours)

Objects

01-10lbs.

(Sedentary)

 

 

 

x

 

Office supplies and equipment.  Files, notebooks, laptop and papers.

11-20lbs.

(Light)

 

 

x

 

 

 

21-50lbs.

(Medium)

x

 

 

 

 

Boxes, deliveries.

51-100lbs.

(Heavy)

x

 

 

 

 

 

100 + lbs.

(Very Heavy)

x

 

 

 

 

 

CARRYING

Maximum Force

None

Limited

(0-1 hour)

Occasional

(1-3 hours)

Frequent

(3-6 hours)

Constant

(6-8 hours)

Maximum Distance Carried

01-10lbs.

(Sedentary)

 

 

x

 

 

 

11-20lbs.

(Light)

 

x

 

 

 

 

21-50lbs.

(Medium)

x

 

 

 

 

 

51-100lbs.

(Heavy)

x

 

 

 

 

 

100 + lbs.

(Very Heavy)

x

 

 

 

 

 

         PUSHING/PULLING

Maximum Force

None

Limited

(0-1 hour)

Occasional

(1-3 hours)

Frequent

(3-6 hours)

Constant

(6-8 hours)

Maximum Distance Moved

01-10lbs.

(Sedentary)

 

 

x

 

 

 

11-20lbs.

(Light)

x

 

 

 

 

 

21-50lbs.

(Medium)

x

 

 

 

 

 

51-100lbs.

(Heavy)

x

 

 

 

 

 

100 + lbs.

(Very Heavy)

x

 

 

 

 

 

         REACHING

 

None

Limited

(0-1 hour)

Occasional

(1-3 hours)

Frequent

(3-6 hours)

Constant

(6-8 hours)

Comments

Total Reaching

 

 

 

x

 

Mainly in seated position, within 18-24 inches of body.

Below waist

 

x

 

 

 

 

Waist to Shoulder

 

 

 

x

 

 

Overhead

 

x

 

 

 

 

         OTHER PHYSICAL DEMANDS

 

None

Limited

(0-1 hour)

Occasional

(1-3 hours)

Frequent

(3-6 hours)

Constant

(6-8 hours)

Comments

Sitting

 

 

 

 

x

 

Standing

 

 

x

 

 

 

Walking

 

x

 

 

 

 

Climbing/Balancing (stairs, ladders, other)

 

x

 

 

 

 

Operating Foot Controls

 

x

 

 

 

When driving

Rotation of head/neck

 

 

 

x

 

 

Flexion (head bend down & head bend back)

 

 

 

x

 

 

Bending at the waist

 

 

x

 

 

 

Twisting at the waist

 

 

x

 

 

 

Kneeling

 

x

 

 

 

 

Crouching (squatting)

 

x

 

 

 

 

Crawling

x

 

 

 

 

 

Lying down (back, side, front)

x

 

 

 

 

 

Handling/grasping

 

 

 

x

 

 

Forceful Gripping

x

 

 

 

 

 

Fine Finger Manipulation

 

 

 

 

x

 

Keyboarding/Mouse

 

 

 

 

x

 

Repetitive motion (multiple manipulation of same muscle group)

 

 

 

 

x

Bilateral hands – while operating computer equipment

High Impact vibratory tools (bucking/riveting)

x

 

 

 

 

 

Low Impact vibratory tools (drilling/sanding)

x

 

 

 

 

 

SEEING

Near Acuity: Required

Far Acuity: Not Required

Depth Perception: Required

Field of Vision: Required

Color Discrimination:  Required

Note Colors: Full Spectrum

         

HEARING/TALKING

Co-workers and public (in person and telephone).

MACHINES, TOOLS, EQUIPMENT, PARTS USED

Computer, monitor, keyboard and mouse, motor vehicle, Fax, scanner, copy machine, calculator, telephone, intercom, postage machine, mobile or portable radio, writing utensils and other office equipment. Radio communication equipment.

         ENVIRONMENTAL/ATMOSPHERIC CONDITIONS

98% Inside

2% Outside

Temperature Extremes: All temperature extremes when outside

Noise Level:

Low: x

Moderate:

High:

Vibration:  Present

Dust: May be present

Odors:  May be present

Fumes:  May be present

Vapors:  Not Present

Mists: Not Present

Gases: Not Present

Chemicals:  Not present

Note Types:

Blood Borne Pathogens Present: May be present

                 

 

         COGNITIVE & BEHAVIORAL CAPACITIES

 

Present

Comments:

 

Yes

 

No

Where appropriate: frequency or % of job

COMPREHENSION, REMEMBER & PLAN

 

 

 

Articulate and comprehend information in conversation.

x

 

Frequent basis

Read, comprehend, and use written materials.

x

 

Frequent basis

Use technology/instruments/tools & information systems.

x

 

Frequent basis

Remember spoken instructions.

x

 

Frequent basis

Remember written instructions.

x

 

Frequent basis

Remember visual instructions.

x

 

Frequent basis

Remember simple instructions.

x

 

Frequent basis

Remember detailed instructions.

x

 

Frequent basis

Perform repetitive or short-cycle work.

x

 

Frequent basis

Work under specific instructions.

x

 

Frequent basis

Completed complex tasks.

x

 

Frequent basis

 

 

 

 

ATTENTION & CONCENTRATION

 

 

 

Fine detail:  Regularly deals with data or things requiring attention to minute detail.

x

 

Frequent basis

Interruptions:  Requires quickly resumed attention after multiple interruptions, or ability to easily shift between tasks.

x

 

Frequent basis

Sustained Attention:  Requires unbroken lengthy attention to same/similar tasks.

x

 

Frequent basis

Multitasking:  Job requires ability to attend to more than one activity simultaneously such as typing while answering phones.

x

 

Frequent basis

Visual or aural distractions:  busy, noisy environment making focusing difficult.

x

 

Occasional basis

 

 

 

 

EXECUTIVE FUNCTION

 

 

 

Decision making:  Makes critical decisions potentially affecting costs to company or public safety.($ or lives)

 

x

 

Planning:  Responsible for laying-out and planning sequence of work activity.

 

x

 

Simple, repetitive, short-cycle tasks:  Must frequently deal with boredom.

 

x

 

 

 

 

 

INFORMATION PROCESSING

 

 

 

Processes highly technical information:  reads, understands and uses complex or highly technical information or computation (calculus, etc.) 

 

x

 

 

Present

Comments:

 

Yes

 

No

Where appropriate: frequency or % of job

Integrating Information: Obtains information (reads, hears) from multiple sources, then must be able to synthesize, integrate, and then utilize the information.

x

 

Frequent basis

High productivity or highly speeded work

Meets expectation for high level of output with little “down-time” between tasks.

x

 

Frequent basis

High level visual-spatial reasoning:  Processes information in graphic form.  Perceives 3 dimensional objects from 2 dimensional representations (drawings plans, etc.).

 

x

 

 

 

 

 

ACADEMIC COMPETENCE

 

 

 

High School or equivalency

x

 

 

Competence beyond H.S./AA/BS (circle 1)

x

 

 

Graduate level education needed.

How much?  What kind?

 

x

 

 

 

 

 

PSYCHOSOCIAL FACTORS

 

 

 

Works alone:  must work independently, with little oversight or supervision and/or contact with others

x

 

Limited basis

Works in close proximity to others:  works in same physical area as others but interaction is either limited or not required.

x

 

Limited basis

Frequent &/or extensive interaction with others, such as customers, public or peers (e.g. cashier, receptionist).

x

 

Frequent basis

Deals with people under adverse circumstances:  deal with people who are angry or confrontational, critiques work of others, gives “bad news” etc.

x

 

Limited basis

Deals with people under pressure of time or numbers

 

x

 

Limited basis

 

Teamwork:  Works as integral part of team, must cooperate with others, divide tasks, integrate output, and put team goals, ideas or plans before ones’ own.

x

 

Frequent basis

 

 

 

 

ATTENDANCE

 

 

 

Maintain predictable and reliable attendance.

x

 

Frequent basis

Be punctual.

x

 

Frequent basis

Take rest periods at set times or only times determined by breaks in job responsibilities.

 

x

Only as conditions and circumstances allow.

Adjust to a flexible schedule of work days or shifts.

x

 

Limited basis

GENERAL COMMENTS

This job description is intended to identify and illustrate the kinds of duties that may be assigned.  It should not be interpreted as describing all of the duties that may ever be required or be used to limit the nature and extent of assignments given.  The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

The City of Arkansas City is an At-Will employer.

 

I, __________________________________________, have read and understand the information contained herein.

                                (Print Name)   

 

_________________________________________________                              _______________________

                                             Signature                                                                                      Date  



Vacancy Number: 201809

Open Date: 9/27/2018 12:00:00 AM
Close Date: