FIRE/EMS Administrative Assistant - City of Arkansas City, KS : Job Details

Salary: $15.67 - $28.55 HourlyLocation : Arkansas City, KSJob Type: Full-TimeJob Number: 2025-#######-01Department: Fire/EMS DepartmentOpening Date: 01/10/2025 Description* If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.GENERAL OVERVIEW OF POSITION AND RESPONSIBILITIESPerforms a variety of clerical, secretarial and administrative work in keeping official records, providing administrative support to the Public Services Superintendent. 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 RECEIVEDWorks under the general guidance and direction of the Fire/Emergency Medical Services (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.
• Perform data entry, word processing and report generation including preparation of spreadsheets, databases and other specialized functions.
• Receive the public and answers questions, responds to inquiries from employees, citizens and others and refers, when necessary, to appropriate persons in a timely matter.
• Prepare requisitions, maintains vendor files.
• Prepare credit card logs and processes transactions.
• Maintain chart of accounts on purchases and assists with preparing annual budget.
• Procurement of office materials and supplies.
• Maintain files on all apparatus, vehicles and equipment.
• Processing of leave and payroll preparation.
• Data entry in Firehouse software.
• Prepare statistical, monthly and annual reports. Prepares evidence reports, transcribes confidential fire investigation interviews and reports.
• Receive and distribute incoming mail and processes outgoing mail.
• Compose, type, edit and route correspondence, reports, memoranda, and other material requiring judgment as to content, accuracy and completeness.
• Plan and organize conferences, fairs and meetings; schedules appointments and makes travel arrangements.
• Direct 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.

COMMITMENT TO MISSION AND ORGANIZATIONAL VALUESIt is each employee's commitment to uphold these core values while representing the City of Arkansas City in carrying out municipal duties as public servants. These values should form the basis for interactions with the general public, with other agencies and with each other.MissionThe City of Arkansas City strives to provide a high quality of life for its citizens by furnishing a variety of efficient services in a professional, courteous manner.Statement of Organizational ValuesWe value Professional Ethics, which includes:

• Honesty
• Compassion
• Fairness
• Confidentiality
• Reliability
• Stewardship of resources
• Respectfulness
• Non-discriminatory behavior
• Professionalism & personal courtesy

We value Commitment to Citizens through Customer Service, which includes:

• Courteous interaction with the public
• Pride & ownership
• Programs that address citizen needs
• A sense of urgency and responsiveness
• A service-oriented approach to patrons
• Listening as well as hearing

We value Commitment to Excellence, which includes:

• An ability to see the big picture
• A sense of pride
• A commitment to employee knowledge
• Employee professionalism
• Accountability
• Teamwork
• Protection of health, safety & public welfare
• A willingness to embrace change
• A commitment to organizational goals
• Clear communication

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's degree preferred.
• Any combination of above at the discretion of the City Manager.

CERTIFICATION(S) AND LICENSE(S)

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

PRE- EMPLOYMENT TESTINGComponents of the following pre-employment testing may be conducted and must be successfully completed by the employee:

• Criminal history background checks
• Physical Capacity Profile - Level 1
• Drug screen
• Alcohol screen
• QuantiFERON (TB Blood)
• Blood Type
• Dr. Physical

WORK ENVIRONMENT AND CONDITIONSThe 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 FUNCTIONSThe 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.City of Arkansas CityBenefits PackagePlease note participation in any of the following benefits is determined by eligibility requirements and election by the eligible employee. Contact the Human Resources Division for details.Blue Cross/Blue Shield of Kansas Health InsuranceTriple Option (Deductible per group anniversary benefit period)

• $200/$400 individual/two-or-more persons
• $500/$1,000 individual/two-or-more persons
• $1,000/$2,000 individual/two-or-more persons

Delta Dental of Kansas Dental Insurance

• 100% Diagnostic & Preventive
• 80% Basic
• 50% Major

FSA/DCFSAFlexible Spending Accounts allow employees to pay for certain qualified expenses (i.e., childcare expenses, health care expenses not paid by insurance) on a pre-tax basis.Vision Plan This membership plan provides for discounts on frames, lenses and contacts.Supplemental BenefitsThe following plans offer additional benefits:

• Accident
• Critical Illness
• Short-Term Disability
• Cancer
• Heart/Stroke

457b Deferred Compensation PlanThe 457 plan is a type of nonqualified, tax advantaged deferred-compensation retirement plan that is available for governmental and certain non-governmental employers in the United States. The employer provides the plan and the employee defers compensation into it on a pre-tax basis.Roth 457 Deferred Compensation PlanA Roth 457 plan is a type of deferred-compensation retirement plant that is available for governmental and certain non-governmental employers in the United States. The employer provides the plan and the employee defers compensation into it on an after tax basis.KPERS/KP&FThe Kansas Public Employees Retirement System (KPERS) is an umbrella organization that provides statewide defined-benefit retirement plans for state and local public employees:

• Kansas Public Employees Retirement System (KPERS)
• Kansas Police and Firemen's Retirement System (KP&F)

If eligible, throughout your career, you contribute part of your salary to the Retirement System. The City of Arkansas City also contributes on your behalf. The Retirement System then invests these funds and, when you retire, pays you a dependable monthly benefit for the rest of your life. The Retirement System also provides a $4,000 death benefit for retirees.As an active member, you have basic life insurance and disability benefits. The City of Arkansas City pays for these benefits. You can also purchase additional, optional life insurance.Life InsuranceThe City provides a $10,000 term life insurance policy for eligible employees.Paid Time OffThe City provides eligible employees with various amounts of paid leave including Sick Leave and Vacation Leave according to City policy.HolidaysThe City observes eleven (11) paid holidays.01 Do you have a valid Drivers License?

• Yes
• No

Required Question