What are the responsibilities and job description for the Administrative Assistant I position at City of Meridian?
Job Title: Administrative Assistant I
Department: Fire
Reports To: Administrative Division Manager
Open Date: May 14, 2024
Close Date: June 7, 2024
Salary: $21.54/hr
Job Summary:
Serves as the first point of contact for all external and internal customers. Primarily responsible for providing a wide array of administrative functions as well as routine clerical work and receptionist duties. An employee in this class may assist or perform the duties of other employees in the department as required. This class of employee is afforded discretion and works under general supervision.
Essential Duties & Responsibilities:
Job Specifications:
Knowledge, Skills & Abilities:
Licensing and Certification:
Work Environment and Physical Demands:
Travel Requirements
Department: Fire
Reports To: Administrative Division Manager
Open Date: May 14, 2024
Close Date: June 7, 2024
Salary: $21.54/hr
Job Summary:
Serves as the first point of contact for all external and internal customers. Primarily responsible for providing a wide array of administrative functions as well as routine clerical work and receptionist duties. An employee in this class may assist or perform the duties of other employees in the department as required. This class of employee is afforded discretion and works under general supervision.
Essential Duties & Responsibilities:
- Greets and assists walk-in customers and visitors with general information and directs them to the appropriate staff members, other departments or agencies. Provides information regarding programs and services within our Department, the City and the Community;
- Answers multi-line telephone and routes calls appropriately using excellent communication and telephone skills, takes messages for Chief Officers and directs calls or appointments to the appropriate officer;
- Retrieves and distributes external and interoffice mail and packages to the appropriate personnel on a daily basis;
- Schedules public requests for tours and assistance, (fire station tours, ride a-longs, car seat inspections, smoke alarm battery assists, etc.);
- Assists with the production of internal manuals, documents, binding, document updates, and printing;
- Participates in the Wellness Committee as a Committee member by attending meetings and disseminating information obtained at these meetings;
- Composes letters, memo’s and departmental correspondence, requiring independent judgment as to content;
- Schedules and coordinates arrangements for meetings and conferences;
- Serves as backup to process daily invoices for payment, accurately and timely;
- Handles sensitive and delicate public relations situations with a high degree of confidentiality and in a courteous, professional, and timely manner;
- Reads, understands and follows HIPPA rules governing patient confidentiality;
- Updates and distributes emergency response map books quarterly, or as needed;
- Inventories and orders office supplies;
- May prepare reports and newsletters;
- May prepare meeting agendas and take, prepare, and distribute meeting minutes;
- Prioritizes and organizes own work, to meet deadlines;
- Assists Fire Department administrative staff on special projects with considerable flexibility given to exercise independent judgment to ensure positive project outcomes;
- Works independently and under the direction of immediate supervisor;
- Performs other duties as assigned or needed.
Job Specifications:
- High school diploma or equivalent required plus 1 year of office/clerical support experience, or any combination of experience and/or training which provides the knowledge, skill and abilities to perform the work required;
- Some college education and/or administrative training is desired.
Knowledge, Skills & Abilities:
- Ability to communicate and deal with the public and co-workers in a professional and positive manner;
- Ability to establish and maintain effective working relationships with co-workers, supervisors, and the general public;
- Must demonstrate a functional knowledge of the following computer programs: Microsoft Word and Excel;
- Must display an attitude of cooperation and the ability to work well with others;
- Ability to work in a team environment as a team player;
- Ability to organize and establish workload;
- Ability to work effectively with frequent interruptions.
Licensing and Certification:
- Must hold a valid State of Idaho Driver’s License and safe driving record;
- Ability to possess and maintain AHA CPR/AED certification within 6 months of hire.
Work Environment and Physical Demands:
- Work is usually performed in an office environment with moderate noise level;
- Constantly requires sitting at a desk or computer terminal for long periods of time and ability to lift up to 15 lbs;
- Requires clarity of speech and hearing, which permits the employee to communicate effectively with the public and other department members;
- Requires clear vision to read printed materials and computer screen to accomplish work;
- Constantly requires repetitive movement of the wrists, hands, and/or fingers;
- Requires sufficient personal mobility and physical reflexes, which permits the employee to function in a general office environment to accomplish tasks;
- Occasionally may require assisting with and attending Department sponsored special events or activities, sometimes after hours.
Travel Requirements
- Local travel is occasionally required.
Salary : $22
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