Executive Assistant

Description

Position: Executive Secretary 

Department: Fire Department

Employment Status: Permanent - Full Time - Non-Exempt

Schedule: Monday – Friday 8:00am to 4:00pm

Compensation: Grade 6: Step 1 - $20.37 starting rate

Position Summary:

Works under the direction of the Fire Chief or other Fire Department Officers. Responsible for the supervision and management of the financial and administrative functions within the Department. This position is responsible for all financial transactions within the assigned areas of responsibility, including but not limited to payroll, accounting, budgeting, payment processing, purchasing and contracting, as well administrative and human resources functions. 

KNOWLEDGE: 

• Principles and practices of public administration and governmental finance, budgeting and accounting, personnel administration and procurement methods.
• Federal, State and local funding programs, and principles and processes related to purchasing, grant administration and auditing.
• Finance and accounting process, procedures and techniques used in budget preparation and control.
• Financial management and human resources/payroll systems.
• Principles of supervision and program management.
• Ability to establish and maintain a process of financial management which meets acceptable professional standards.
• Maintain confidential information.
• Interpret and apply departmental and City financial and personnel policies and procedures.
• Analyze data and prepare accurate, informative reports (e.g., overtime analysis reports, revenues and expenditures).
• Promote and maintain the highest integrity throughout all personnel.
• Works independently, determine work priorities and handle multiple tasks simultaneously.
• Establish and maintain records, both manually and by computer, and prepare accurate reports.
• Establish and maintain effective working relationships with supervisors, associates, outside agencies, and the general public.
• Communicate effectively, both orally and in writing. 

SKILLS/ABILITIES:

• Three or more years of progressive experience in budgeting, finance, procurement or a related field.
• Minimum typing proficiency of 70 WPM with 95% accuracy.
• Advanced skill level using Microsoft Word, Excel, Outlook, Power Point and Adobe Pro.
• Superior client-service and interpersonal skills.
• Proven ability to maintain highest degree of diplomacy and confidentiality.
• Proven ability to exercise initiative, judgement, and knowledge in the performance of complex, sensitive, and sometimes difficult duties.
• Proven logical decision-making, priority-setting, organization, and detail-oriented skills.

ESSENTIAL DUTIES:

• Supports the Fire Chief in the preparation of the annual budget.
• Monitors and oversees expenditures and revenues to ensure compliance with established budgets (e.g., operating, capital, grants).
• Oversees the execution of operating, capital, and grant budgets in accordance with goals, priorities, and established financial policies and procedures.
• Coordinates, monitors and evaluates accounting and financial controls to ensure adherence to policies and procedures related to financial operations.
• Supervises all human resources and payroll functions for the Fire Department including staffing, scheduling, personnel management, and payroll. Collaborates with the Department of Human Resources and Civil Service Commission to address departmental staffing needs and human resources issues.
• Coordinates and assists the Fire Chief with grant management functions (e.g., proposals, administration, accounting, reporting) with grant program managers and the OMB Grants Office.
• Performs work related to procurement of supplies, equipment, and services. Reviews and processes invoices in accordance with established policies and procedures.
• Coordinates departmental management of inventory and assets.
• Prepares departmental Fire Incident Reports to the NFIRS National Online Database.
• Responsible for the development, implementation and monitoring of on-line ordering systems of clothing allotments.
• Acts as Notary of the Public for the City of Morgantown.

WORKING CONDITIONS/PHYSICAL REQUIREMEMTS: While performing the duties of this job, the employee will be constantly hearing conversations, seeing-near, and speaking clearly, frequently finger movement-fine dexterity and coordination. The employee is required to sit at often long intervals. Lifting frequently 0-30 pounds.

EXTERNAL CONTACTS WITH PUBLIC AND OFFICIALS: This position frequently communicates with Department of Human Resources and Civil Service Commission as well as serving on the Fire Code Board of Appeals as Secretary.

EQUIPMENT USED: General office equipment is frequently used, including but not limited to computers, laptops, telephone and cell phone, printers, scanners, copiers, and cameras.

The City of Morgantown is an Equal Opportunity Employer. All applicants will be considered for employment without attention to race, color, religion, sexual orientation, gender identity, national origin, veteran or disability status. 

Requirements

MINIMUM QUALIFICATIONS: The applicant must clearly show (3) three years of full time, progressive experience in budgeting, finance, procurement or a related field. 

EDUCATION: A bachelor's or associate degree in accounting, Finance, Business Administration, or related field. Must have (3) three years of progressive responsibility in financial management or government related financial experience.

LICENSURE/CERTIFICATIONS: Current, Valid Class E West Virginia Motor Vehicle Operator’s License.

PREFERRED QUALIFICATIONS: Two (2) years of government related financial experience. Customer Service experience. Intermediate user of Microsoft Excel, Word and Outlook.