Administrative Assistant to Fire Chief

Make a difference in the community you live in! As a Community Builder—an employee with the City of Gainesville— you will have a direct hand in building and improving your community and making a visible impact on the lives of your neighbors. Working for local government is more than a job, it’s a chance to contribute to community success and to help enhance the Gainesville way of life.

SUMMARY

This is complex and advanced work planning and administering programs and activities; and working with the Executive Fire Rescue Team in developing and implementing financial and operational strategies, policies, and procedures for the Gainesville Fire Rescue (GFR) Department.

The single position allocated to this classification reports to the Fire Chief and performs work under general supervision.  The work of this classification is distinguished from other classifications by its responsibility for analytics of fire rescue incidents, as well as coordination and supervision of administrative support functions.

ESSENTIAL JOB FUNCTIONS

Plans, organizes, manages, and directs the functions performed by the administrative support services staff.

Develops, implements, and manages the daily and long-term operations of administrative support services pertaining to the budgeting, finance, grants, purchasing, communications, personnel and payroll functions for the entire department.

Conducts studies, provides in-depth analyses and prepares reports on departmental operations including data cleansing, network modeling, incident and response mapping, Fire Services Assistance Agreement monthly reports, demand analysis, and other services to aide in strategic planning, performance measurement and accreditation.

Coordinates submission of agenda items to the City Commission for the GFR Department.

Develops, implements and administers financial and operational policies and procedures.

Works directly with command staff in completing assignments for the Fire Chief.

Coordinates project management and tracking systems for Fire Assessment and Fire Sprinkler Credit administration.

Maintains strategic plan and standards of cover in conjunction with the Executive Fire RescueTeam.

Coordinates and administers all activities related to the development and implementation of the annual departmental budget and monitors the revenues and expenses for the Department and the City’s Fire Assessment program.

Oversees activities performed by the Department’s Accounting Clerk; analyzes and prepares financial forecasting reports; develops departmental purchasing and other fiscal related controls; monitors expenditures and procurement for adherence to internal financial processes.

Oversees activities performed by the Department’s front desk receptionist to deliver excellent customer service to the public regarding services provided by GFR; develops, implements, and monitors departmental related customer service policies and procedures.

Supervises, plans and coordinates work of subordinates.

Performs timely, fair and non-discriminatory evaluation of performance of employees under his/her supervision.

Recommends selection, promotion, discipline/discharge, and other appropriate personnel actions for administrative staff.

Serves as the financial liaison for the department during officially declared City emergencies; establishes a system for accurately tracking expenditures for declared emergencies, including completion of required paperwork.

Develops and formulates planning strategies to efficiently and effectively provide for administrative support services to all departmental operations.

Assists the department with developing, maintaining, and updating a continuity of operations plan for emergency management.

Maintains and provides information to departmental personnel regarding City.  Coordinates the flow of vital information internally and externally with other agencies, businesses and general public.

Coordinates the record keeping, filing system, and destruction of records.

Represents the Office of the Fire Chief routinely for all administrative matters.

Attends work on a continuous and regular basis.

EDUCATION AND EXPERIENCE

Associate degree from an accredited college or university that includes course work in public safety, business administration or related subject, and five (5) years of responsible administrative experience; OR

Bachelor degree from an accredited college or university that includes course work in public safety, business administration or related subject, and three (3) years of responsible administrative experience.

Preference for work experience with a Fire Rescue/Public Safety Office.

CERTIFICATIONS OR LICENSES

Licenses

Valid driver license required upon start date.  Valid Florida driver license required within 30 days of start date and at all times while employed in position.

Certifications

Certified in National Incident Management Systems (NIMS) is required within one (1) year of start date in ICS-100: Introduction to the Incident Command System; ICS-200:  ICS for Single Resources and Initial Action Incidents; ICS-700:  An Introduction to National Incident Management System.  Desirable to also have certifications in ICS-300:  Intermediate ICS for Expanding Incidents and ICS-400:  Advanced ICS for Command and General Staff.