Office Manager - Fire Department

The City of Fayetteville, Georgia commits to a policy of equal employment opportunity for applicants and employees, complying with local, state and federal laws. The City’s policy is to employ qualified persons without discrimination regarding race, creed, color, religion, age, sex, country of national origin, marital status, disability, sexual orientation, gender identity, genetic information, political affiliation, ethnicity, or status in any other group protected by federal/state/local law.

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

Summary Objective

The purpose of this position is to perform administrative work managing the administrative and business office of the Fire Department.

This class works independently, under limited supervision, reporting major activities through periodic meetings.

Essential Functions

The essential functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the class as necessary.

• Prepares, updates, and maintains varied and complex department documents, records, reports, manuals and forms requiring knowledge of programs, policies and procedures. Initiates reports and documents based upon knowledge of city and department operations, reporting requirements, and established deadlines.
• Maintains assigned inventories; prepares, reviews, and processes purchasing documents; prepares purchase orders for needed materials, equipment, and supplies; receives and distributes incoming supply shipments; reviews and codes invoices; and forwards for payment.
• Serves as liaison between department management, customers and section staff/employees; responds to questions regarding department activities and services; explains policies, procedures, and operations; and follows up to obtain additional information.
• Assists with the preparation of payroll for Fire Chief’s approval.
• Maintains GCIC compliance for the department.
• Assists the Fire Chief and Deputy Fire Chief with budget related activities.
• Provides administrative and clerical support to all sections of the department.
• Receives payments for plan reviews and other fees for the Fire Marshal Office and coordinates with finance department.
• Answers department telephones, provides assistance for requested documents and information; refers callers to other staff members as appropriate; and takes messages. Receives, dates, and distributes incoming mail.
• Prepares folders; maintains files of department correspondence, program records, legal documents, etc.; photocopies documents and distributes and/or files; and requests information from other departments as necessary to complete department records.

• Maintains records for City Vehicles: Purchase, maintenance, fuel, tags and register titles, accidents, and repairs.
• Completes property and casualty claim forms and obtains applicable information for reporting.
• Coordinates and responds to Open Records Requests.
• Sets up meetings, prepares agenda packets, attends meetings and take notes, and minutes.

• Performs related work as assigned.

Minimum Education and Experience Requirements:

• High School graduation or GED equivalent.
• Four (4) years of progressively responsible administrative or clerical experience or an equivalent combination of education, training, and experience.

Physical Demands:

Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.

• Performs sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.