ADMINISTRATIVE ASSISTANT-FIRE DEPARTMENT at City of North Kansas City – North Kansas City, Missouri

Summary of Duties

Performs varied and technical administrative and customer service work for the Fire Department, requiring significant knowledge of the assigned department’s functions, activities, and policies requiring a significant level of confidentiality.

Essential Duties and Responsibilities

• Provides comprehensive customer service, including answering telephone and administrative duties. Includes delivery of accurate, prompt, and courteous assistance on the department’s policies, guidelines, and standard practices to internal and external customers, both verbally and in writing;
• Independently answers questions, approves or routes routine requests, and resolves customer concerns and complaints based on knowledge of departmental policies, rules, and procedures, referring highly unusual or special situations to appropriate departmental staff, as well as drafting correspondence and reporting related to customer requests and complaints, using applicable software and systems;
• Maintain and regularly update the Fire Department’s website to ensure information is accurate, timely, and aligned with departmental priorities;
• Manage content creation and scheduling for multiple Fire Department social media platforms, ensuring consistent messaging and public engagement.
• Serve as the department’s representative on the City’s Communications Committee, contributing to citywide communication strategies and ensuring Fire Department interests are well-represented.
• Lead Fire Department marketing efforts, including public education campaigns, recruitment materials, and community outreach promotions.
• Act as the Fire Department liaison to the City Wellness Committee, supporting health and wellness initiatives that benefit both internal staff and the broader city employee community.
• Assists with contract and request for proposal (RFP) administration and procurement through the competitive bidding process.
• Prepares and mails correspondence for fire department personnel.
• Maintains records and correspondence files.
• Assists the Fire Chief and five other Chief officers with special projects on an as-needed basis.
• Receives and processes various citizen, attorney, and hospital requests for records, and other paperwork, ensuring completeness and consistency with departmental regulations, codes, rules, and standard operating procedures;
• Creates and maintains departmental files, tracking sheets, databases, and similar documentation of transactions and activities, and enters, verifies, and reconciles information and data;
• Processes appointments, compiles records, and researches information and statistics, prepares and verifies data, reports, correspondence, and other documents, utilizing applicable software and systems, and assists with compiling and producing the department’s annual report and similar documents.
• Schedules department activities including car seat installations, smoke detector installations, non-emergent ambulance transportation, station tours, fire safety materials, etc.;
• Performs a variety of administrative support to Fire Chief and 5 Chief Officers including scheduling and maintaining department calendars, annual shift calendars, sorting and processing incoming and outgoing mail, preparing routine and non-routine correspondence on behalf of department personnel, and maintaining an appropriate level of supplies and materials.
• Processes purchase orders, submits vendor payment requests, correspond with vendors and similar purchasing duties, processing billings and similar functions .
• Performs a variety of financial transactions and record-keeping such as maintaining and reconciling the department’s petty cash, ambulance payments, billings, and similar transactions, reconciling receipts and daily deposits, and similar functions either independently or in coordination with other city personnel.
• Responsible for maintaining files for and entering Visa payments through the city’s disbursement system.
• Participates in a variety of meetings, which may include scheduling, preparing agendas, and taking and distributing meeting minutes;
• Uses a wide variety of office machines such as printers, personal computers, facsimile machine, postage machine, scanners, and copiers;
• Responsible for maintaining and verifying correct timekeeping in ADP for fire personnel.
• Documentation & Reconciliation for outside Auditors for Fire Dept & Pension and will be required to serve as back-up secretary to pension board;
• Explores and brings forth new ways to improve efficiency in the workplace;
• Performs other similar duties as assigned.

Supervisory Responsibilities

• None

Budgetary Responsibilities

• Develops and is responsible for assigned budget line including assisting with compiling and preparing data and documentation needed to develop and monitor the overall departmental budget.

Minimum Qualifications

• Must possess a high school diploma or equivalent and at least two years related experience.
• College level course work may substitute for experience.

Knowledge, Skills, Abilities, and Competencies

• Proficiency in English grammar, spelling, punctuation, and simple mathematical functions such as addition, subtraction, multiplication, division, percentages, ratios, etc.;
• Proficiency in use of Microsoft software, including Outlook, Excel, PowerPoint, and Word;
• Ability to learn how to use other software applications and systems related to the essential duties and responsibilities;
• Ability to comprehend, process, and apply both verbal and written skills appropriate to the job;
• Knowledge of (or ability to learn) departmental functions, processes, policies, codes, regulations, and protocols;
• Ability to detect errors, determine causes, and make corrections as appropriate;
• Ability to operate modern office equipment such as personal computer, facsimile, copiers, scanners, and telephones;
• Interpersonal skills necessary to develop and maintain effective and appropriate working relationships with customers, co-workers, and representatives of other agencies, including individuals with various educational, lingual, and economic backgrounds;
• Skilled in researching and resolving problems in order to ensure compliance;
• Ability to provide appropriate customer service and interact effectively with individuals who may be confused, upset, or irate;
• Ability to remain calm and level-headed during times of high pressure or stress;
• Ability to develop, layout, and implement clerical procedures and operations from general instructions;
• Ability to explain departmental policies and processes in layman’s terms;
• Ability to accurately organize and maintain paper documents and electronic files;
• Ability to maintain the confidentiality of information and professional boundaries;
• Ability to meet deadlines under time constraints and multi-task;
• Ability to use City resources effectively and efficiently.

Work Environment, Physical Demands, and Other Requirements

• Work is performed in an office environment;
• May be required to reach with hands and arms, sit, stand, talk and hear, and use hands to finger, handle, or feel.
• May be required to lift/move up to 25 pounds (such as a box of paper).
• Must be able to read forms, hear conversation, and speak to customers or vendors in person or over the phone.

Please apply via the following link:

The City of North Kansas City, MO is an Equal Opportunity Employer (EEO) and does not discriminate on the basis of age, sex, marital status, race, color, creed, mental or physical disability, religion, national origin, familial status, sexual orientation, gender identity, source of income, or any other status protected by local, state, or federal law, in the admission or access to, or employment in, its programs or activities. All interested parties are encouraged to apply!