Executive Admin. Secretary (Fire Dept)

Salary: $19.98 Hourly

Location : 1520 W Front St., TX

Job Type: Regular Full-time

Job Number: 994987

Department: Fire Department

Opening Date: 02/10/2025

Purpose Of Position

Assist the Fire Chief with extensive administrative duties including Emergency Management, the Emergency Operation Center (EOC), and a variety of complex clerical tasks that require independent action. Provide administrative support to the Fire Chief and Department.

Essential Functions

Serves as liaison to various Public Service and Non-Profit Agencies in Emergency Plan Development.

Under the direction of the Fire Chief:

Shall maintain the Local Emergency Management Plan.

Shall plan and coordinate required exercises and drills.

This person shall assist the Fire Chief with Emergency Operations Center management.

By attending required meetings and training.

By coordinating required training for other City employees.

By assisting in budget preparation related to Emergency Management.

This person must possess:

Knowledge of NIMS (National Incident Management System) and ICS (Incident Command System).

Extensive knowledge of EOC Operation.

This Person shall:

Remain knowledgeable of the current requirements and changes made by the Governor's Division of emergency Management Agency (GDEM) and Federal Emergency Management Agency (FEMA).

Provide information to various organizations regarding Emergency Management.

Research websites and related materials for state, federal and private grants and coordinate and submit necessary paperwork for applications to receive grant funds and ensure grant funds were received and paperwork completed.

Collect all appropriate data and complete the necessary documentation for reimbursement of expenditures during EOC activation.

Be able to use miscellaneous Emergency Management software relating to Evacuation and Evacuee training.

This person must be able to operate personal computers and related software, telephones, copiers, fax machines, Xerox printers, color scanners, color printers and color plotters.

This person must be able to:

Lift up to 20-pounds occasionally and 10-pounds frequently.

Multi-task under time constraints.

This person shall become familiar with and serve as backup in other clerical duties such as:

Receive and screen Fire Department calls.

Assist citizens and visitors via telephone and walk-ins.

Set-up meetings as requested by Fire Chief.

Type, print and distribute documents for Department.

Type SOP's, Rules & Regulations, Chief's & Asst. Chief's correspondence, and Department documents.

Compose, write and submit City Council Communications to the City Manager's Office as requested by Fire Chief or Assistant Fire Chief's.

Assist firefighters with Department needs.

Organization & maintenance of fire records, CAD Records, fire personnel records, and payroll records.

Maintenance of Fire Department records with Texas Commission on Fire Protection for Firefighter's Certifications, Texas Department of State Health, and all training records.

Creation of analytical reports from Fire records.

Maintenance of the Fire Department Web page, electronic forms, and the building inspection program.

Ordering office supplies for daily usage and special Fire Prevention supplies used during various special events such as: East Texas State Fair, Fire Prevention Week, and random school visits throughout the year.

Entering information into HTE System for Purchase Orders on fire station, engine supplies, and parts.

Processing Department bills for payment.

Maintenance of office supply inventory for Fire Administration and all Fire Stations.

Sorting and distributing daily inter-office and postal mail.

Issuing and tracking of Fire Permits and collect fees.

Coordinate Fire Department special events such as Annual Awards Banquet, Promotions, and retirement Ceremonies, etc.

Schedule and organize meetings required by Fire Chief.

Completion and submission of monthly Fire Department Budget Forecast.

Scheduling Training Classes with different State Agencies.

Making travel arrangements for personnel.

Type Travel requests and Expense Report forms and submit to City Manager's office for travel funds.

Other duties as assigned by Fire Chief or Assistant Fire Chiefs.

Minimum Qualifications

Education and Experience: Must possess a High School Diploma or GED. Must have knowledge of a specific vocational, administrative, or technical nature that may be obtained with six (6) months to one (1) year of advanced study or training past the high school equivalency.

Must have over three (3) years of office experience.

Must possess advanced reading and writing skills, and intermediate math skills. Increasingly responsible experience in performing complex tasks and able to make administrative decisions required.

Must possess a thorough knowledge of Microsoft Outlook, Word, Excel, Access, PowerPoint, and Integrated Database Design. Must possess a valid Class "C" Driver's License.

City Of Tyler Policy

It is the policy of the City to recruit, employ and to provide compensation, promotion, and other conditions of employment without regard to race, color, religion, sex, age, national origin, disability, genetic information or status as a Vietnam era or special disabled veteran, recently separated veteran, and other protected veteran. The City affirms that employment decisions shall be made only on the basis of a person's ability to perform the essential functions of the job. This position does require presence in the office to perform the essential functions of the job. The City shall continually review its employment practices and personnel procedures and take positive steps to assure that equality of employment opportunity in the City of Tyler, Texas is a fact as well as an ideal.

The City of Tyler will accept two years of relevant experience in place of each year of college required in the job description. Four years of relevant experience will be considered in place of an associate degree, and eight years of relevant experience will be considered in place of a bachelor's degree. Any experience required in the Minimum qualifications is in addition to years of experience substituted for a degree.

The City of Tyler supports a policy of a drug and alcohol-free workplace. All candidates are subject to pre-employment testing, which may include but is not limited to, Drug and Alcohol Screenings, Work Fitness Evaluation, Criminal Background Check, and Consumer Report/Credit Check.

No person under eighteen (18) years of age will be employed in any regular full-time position. Persons under eighteen (18) years of age may be employed in temporary or regular part-time positions if they furnish the City with a minor's release (Form 2-2) and are approved by the City Manager. No person under eighteen (18) years of age will be employed in any position requiring the operation of a City motorized vehicle.

This posting is subject to be removed at the discretion of the department providing the position.

The City of Tyler believes in putting people first. We are passionate, proactive, and purposeful in our mission to serve our community and make a positive difference in the lives of our neighbors.

The City of Tyler offers the following benefits:

Full range of benefits including Health/Teledoc, Dental, Vision, Disability, and $10K of Life Insurance at no cost to the employee

2:1 match in our TMRS Retirement Plan

11 paid holidays

Generous paid time off

Flexible Spending Accounts (FSA) and Health Savings Accounts (HSA)

Supplemental life insurance

Short Term Disability

Award-winning Infants at Work Program

Employee Assistance Program

Tuition reimbursement

Ongoing professional development

We are proud to provide you and your family with valuable and significant benefits at affordable rates. Any full-time employee regularly scheduled to work 40 hours or more per week or any part-time employee with a work schedule of 30 hours or more per week is eligible to enroll for insurance coverage.

01

In the questions that follow, you will be asked for information about your education and work history. Answers provided in this supplemental questionnaire must be substantiated and verifiable in the employment history section of your application. Please be aware that submitting a resume in lieu of completing the employment history section of the application and failing to provide all of the information requested in these supplemental questions will deem your application "incomplete", so please be thorough in answering the questions. Please indicate whether or not you accept these terms by checking the appropriate box below.

Yes

No

02

Do you possess a High School Diploma or GED?

Yes

No

03

Do you possess knowledge of a specific vocational, administrative, or technical nature that may be obtained with six (6) months to one (1) year of advanced study or training beyond the high school equivalency?

Yes

No

04

Do you have over three (3) years of office experience?

Yes

No

05

Do you possess thorough knowledge and/or have the ability to operate Integrated Database Design and various Microsoft Applications (i.e. Microsoft Outlook, Word, Excel, PowerPoint, Access, etc.)?

Yes

No

06

If you answered "Yes" to the previous question, please provide details on how and where you obtained the experience and the total number of years of experience. Please note that information provided here will need to be verifiable via the Employment History section of your application.

07

Do you possess a valid Texas Class "C" Driver's License with a clear driving record?

Yes

No

Required Question