Office Administrator-Fire Department

Description: The Fire Department's Office Administrator supports the administrative command staff in all areas of record keeping, reporting to regulatory governing agencies, office organization and operations, procedures and resources to facilitate organizational effectiveness and efficiency of the department in its day-to-day operations. This position is responsible for general receptionist duties, greeting and receiving the public by phone or in person, as well as providing support to all members of the fire department as necessary. Examples of DutiesThe following are examples of duties performed by this position: Receiving and placing phone calls. Reception duties as first point of contact in the office. Receiving shipments, verifying shipment with original order. Receiving and routing mail to all appropriate individuals. Copying, collating, and faxing documents. General filing, scanning documents, and maintaining filing systems. Ordering general office supplies. Maintain database to track expenditures made by the department. Issue and prepare Purchase Orders for acquisitions and submit for final approval by the Fire Chief. Responsible for maintaining the purchasing process – from issuance of a Purchase Order to authorization for payment by Accounts Payable. Reconcile department's financial balance sheet with the monthly statement issued by the City's Finance Department and report reconciliation to the Fire Chief. Assist the Fire Chief with all supporting documentation, records, and data necessary in preparing the annual Fire Department Budget worksheets, planning, and forecasting. Review all fire reports for completion and accuracy. Export reviewed reports to the National Emergency Response Information System (NERIS) through the Emergency Networking system software. Monitor daily rosters through the Emergency Networking system software and complete timesheets accordingly. Utilize report information to verify total hours, overtime, sick leave, and vacation time. Report any personnel injuries on a monthly basis through the Texas Commission on Fire Protection FIDO software system. Maintain on-site inspection notebooks for Texas Commission on Fire Protection (TCFP) inspections. Notebooks include, but are not limited to: ladder testing, pump testing, SCBA fill logs, bunker gear inspections, bunker gear repair and maintenance records, breathing air sample test records, standard operating procedures, hydrostatic test records, full function and fit testing records, SCBA and PASS inspection records, gas detection calibration records, hose testing records, and level A and B suit testing records. Report personnel changes to Texas Commission on Fire Protection and Texas Department of State Health Services as well as monitor deadlines for certification renewals. Assist in Emergency Management by maintaining the State of Texas Emergency Assistance Registry as Data Custodian for the City of Portland, which includes verifying registrants as needed and monitoring and downloading the registrant list regularly, especially during Hurricane Season. Maintain records of grant programs and donations that have been received by the Fire Department. Maintain Fixed Assets files and inventory database to meet City policy. Maintain Apparatus Maintenance Notebooks with records supporting all maintenance performed on all fire department vehicles and fire training hours reported in Emergency Networking system software and generate monthly report to the Fire Chief for continuing education compliance. Monitor all aspects of performance measures for the department and report statistical information to the Fire Chief and the Finance Department upon request. Prepare and submit an annual report to the San Patricio County Auditor regarding emergency responses outside of the City limits for allowable county reimbursement subsidy to the City. Assist in employee hiring and exit procedures. Query weekly fire and inspection reports utilizing Emergency Networking system software. Respond to all Public Information Request Forms and produce information requested in compliance with the Public Information Act. Assist and support Emergency Operations Center, if assistance is requested. Maintain searchable database showing our commonly used vendors, contact information, and systems utilized for purchases. Maintain uniform supply and assist all personnel in obtaining uniforms upon hire as well as replenishing their supply on an annual basis, and recover uniforms when an employee leaves the department. Maintain list of common office supplies, conduct inventory on monthly basis, and order as needed with consideration to budget, monitor, and curate content for Fire Department's Facebook page. Post job notices on public sites, including but not limited to: Texas Commission on Fire Protection and Portland Fire Department's Facebook page.

Qualifications: Requires a high school diploma and one (1) year of related experience; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

Benefits: The City of Portland offers a competitive benefits package for full-time employees, including employer-paid health, dental, and vision insurance, TMRS retirement with a 2:1 City match, life insurance, long-term disability, paid holidays, paid time off (PTO), sick leave, and paid parental leave. Optional benefits include deferred compensation plans, FSA and HSA accounts, short-term disability, and voluntary accident, critical illness, and hospital indemnity coverage. The City also provides additional life insurance coverage for first responders. Regular part-time employees receive pro-rated PTO and sick leave benefits. To learn more details, visit our benefits page.