City of Ann Arbor
  • Fire
  • Ann Arbor, MI, USA
  • $50,000 to $58,000
  • Salary
  • Full Time

Management Assistant ~ City of Ann Arbor Fire Department

Compensation:

This is a full-time opportunity with the salary range of $48,000 to $55,000.  Benefits include medical, dental and vision insurance, paid vacation days, personal days and holidays, life insurance, and a hybrid pension.

Duties:

We are looking for a dynamic, no-nonsense Management Assistant for the Fire Department Station 1 located in Downtown Ann Arbor. You will be responsible for the completion of highly confidential and complex administrative tasks for the Department.

In this role you will:

      • Support the Fire Prevention, Emergency Management and training divisions
      • Fire Prevention
        • Field telephone calls and direct or answer questions appropriately including billing, violations, Knox-Box, and complaints
        • Responsible for the Fire Departments Freedom of Information Act (FOIA) process
        • Responsible for scheduling community engagement and public education events
      • Administrative support to fire prevention
        • Assist in scheduling water flow tests
        • Support businesses/occupancies' Firefighter Right To Know data and site plans
        • Assist/support State of Michigan Emergency Hazard Sites' data and site plans through a third party software package
        • Assist/Support IROL (Inspection Reports Online) software that accepts all business fire alarm and suppression inspection data
        • Responsible for False Alarm Billings with third party
        • Responsible for the invoicing of fire safety inspections, hydrant flow testing, permits and other provided services
        • Participate in community engagement and recruitment efforts when needed
        • Oversees Fire Prevention Bureau's inventory of supplies and equipment
        • Mail inspection reports and violations
        • Organize and distribute mail for the Fire Department Prevention Bureau
      • Emergency Management
        • Assist with coordination of Community Emergency Response Team (CERT)
        • Maintenance of emergency notification contacts and groups within City of Ann Arbors emergency notification software
        • Assist with coordination and planning of emergency preparedness training and exercises
        • Assist with tracking and coordination of emergency preparedness training requirements for city staff.
      • Training
        • Assist with record keeping and file maintenance
      • Research, compile and analyze data for projects and reports that support the decisions of the Fire Department Administration
      • Greet and assist the public, City personnel, business owners/representatives, and vendors in person and over the telephone
      • Maintain and update the Fire Department website and other social media
      • Maintain confidential employee information and confidential collective bargaining records according to contractual agreements, city policy, and legal requirement
      • Manage multiple email accounts for the Fire Department
      • Serve as Back up to Timekeeping Assistant
        • Time keeping system and processes for the entire Fire Department
        • Assist employees and managers with time keeping and any payroll concerns
        • Process accounts payable
        • Research, compile and analyze data for projects and reports that support the decisions of the fire department administration.  
        • May provide administrative support for the annual budget development process and monthly budget review meetings.

Equipment:

  • Computer and software applications, multi-line phone, all-in-one unit (print, copy, fax, etc.), transcription equipment, and other miscellaneous office equipment. 

Requirements:

  • Bachelor's Degree in Business Administration, Public Administration, or a related field required.
  • Experience in general office practices and procedures: at least 2 years
  • Experience in coordinating work activities: at least 2 years
  • Experience with timekeeping software.
  • Experience working in a unionized environment preferred.
  • Experience working in a municipal government preferred.
  • Excellent customer services skills, both verbal and written.
  • Excellent attention to detail in a fast-paced environment.

Physical Requirements The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

  • Positions in this class typically require: walking, standing, stooping, kneeling, reaching, fingering, talking, hearing, seeing and repetitive motions.
  • Move and lift objects less than 20lbs such as mail, files, and supplies. Operating office equipment, requiring continuous or repetitive hand/arm movements.
  • Sedentary Work: Exerting up to 20 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time.

EEO:

We are proud of our diverse workforce and our commitment to equal opportunity.  We do not discriminate on the basis of actual or perceived age, arrest record, color, disability, educational association, familial status, family responsibilities, gender expression, gender identity, genetic information, height, HIV status, marital status, national origin, political beliefs, race, religion, sex, sexual orientation, source of income, veteran status, victim of domestic violence or stalking, or weight in any aspect of our hiring or employment process.

City of Ann Arbor
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