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Page 1 <br /> <br /> <br /> <br />City of Elk River <br /> Administrative Assistant <br />Position Description <br /> <br />Department/Division: <br />Fire Department <br />Immediate Supervisor: <br />Fire Chief <br />Pay Grade: <br />4 <br />FLSA Status: <br />Non-Exempt <br />Last Updated: (date) <br />5/2015 <br />Positions Supervised: <br />N/A <br /> <br />Position Summary <br />The Administrative Assistant performs a variety of duties including data entry, record keeping, <br />answering phones, and welcoming visitors to the facility. Responsible for providing administrative <br />support to the fire department’s administrative division. <br /> <br /> <br /> <br />Essential Functions <br />1. Performs receptionist duties. <br />A. Receives incoming calls to the department. <br />B. Answers routine questions. <br />C. Greets the public. <br />D. Explains departmental services, programs, and procedures. <br /> <br />2. Maintains public safety information by performing computer operation/data processing <br />activities. <br />A. Codes, enters, and retrieves data from public safety information systems. <br />B. Enters, modifies, deletes, and manages information on in-house and state public <br />safety information systems; submits incident reports to the State Fire Marshal’s <br />Office and other entities as required. <br /> <br />3. Performs various filing duties. <br />A. Files all hard copy data according to city and department policies/procedures. <br />B. Retrieves files and prepares copies of records to be distributed as needed within the <br />department. <br /> <br />4. Performs clerical support duties. <br />A. Prepares weekly payroll reports and submits to the city’s payroll clerk. <br />B. Receives correspondence, sorts mail, and forwards to appropriate personnel. <br />C. Assists in ordering, inventorying, and maintaining office supplies. <br />D. Drafts and prepares correspondence and letters and responds to public inquiries. <br />E. Assists with the new recruit hiring process and fire academy program. <br />F. Prepares confidential reports, letters, and memorandums using word processing <br />software.