Administrative Secretary (Part-Time)

Hinsdale Fire Department

Contact Information

Address:

Website:

• www.villageofhinsdale.org

Phone:

• 630-247-6364

Email:

• hr@villageofhinsdale.org

Application Deadline:

• Until Filled

Salary:

• Starting: $27.15/hour

  Non-Exempt; Up to 29 Hours per Week

  Benefits:

  This position participates in the Illinois Municipal Retirement Fund (IMRF).

  Paid time off is available after one year of continuous employment.

  This position does not qualify for medical, dental or life insurance.

  No paid holidays.

Population:

• 17,300

Position Details

Position Purpose:

Performs administrative and analytical support services for the Fire Department.

Supervision:

None

Job Duties and Essential Functions:

• Answers, screens and routes callers. Assists customers/visitors. Answers questions and provides relevant information. Refers complaints and inquiries to appropriate personnel. May receive calls for emergencies on the main phone line that require information to be obtained and then direct the information to the personnel on duty, including when the personnel are out of the station.
• Creates a variety of administrative, and statistical material and correspondence by performing data or information gathering, computing necessary calculations, and drafts and preparing special reports or statistical analysis on such items as fire calls, fire alarm, EMS calls, simultaneous calls, inspections and plan review.
• Prepares payroll reports for entire Department including timesheets for Village pay period and FLSA work period. Tracks overtime, vacation time, in lieu of holiday time, sick time, personal time, swap time, and compensatory time. Maintains overtime breakdown reports. Analyzes payroll reports for trends and makes recommendations.
• Prepares accounts receivable information including preparing invoices for tollway ambulance and fire calls, sends information to Finance for false alarms, and processes information from EMS reports for ambulance billing.
• Prepares accounts payable. Facilitates invoices.
• Assists with the preparation of the Fire Department budget and 5-year capital plan. Tracks budget expenditures. Performs budget trend analysis and monitors year to date expenditures.
• Maintains accurate filing systems, databases and spreadsheets.
• Arranges meetings and conferences, schedules appointments, and completes travel and conference arrangements. Assists with registering members for classes.
• Posts on the Fire department's Facebook page to provide information and engage the public in department events.
• Orders office supplies and equipment, coordinates repair services and maintains contracted service accounts.
• Releases appropriate information for subpoenas and freedom of information act (FOIA) requests.
• Assists with coordinating annual physicals.
• Schedules and coordinates meetings, station tours, block parties, school education programs, CPR training, and other events. Schedules hydrostatic and alarm tests.
• Assists the Fire Chief with Board of Fire and Police Commission (BOFPC) processes.
• Prepares Fire Department monthly reports.
• Seeks out grant opportunities and applies for grants for fire suppression, EMS or fire prevention programs.
• Assists Fire Chief and Deputy Fire Chief with special projects as assigned. 

Marginal Functions:

• Opens and distributes mail and correspondence.
• Other duties as assigned. 

Environmental Factors:

The work environment generally includes an office setting. The noise level is usually quiet with the exception of calls for service being announced.

Physical Requirements:

Regularly required to sit; use hands to touch, handle, or feel; reach with hands and arms and talk and hear. Occasionally required to stand; walk and stoop, kneel, crouch or crawl. May lift and/or move up to 20 pounds. Specific vision abilities include close vision and the ability to adjust focus.

Knowledge, Skills and Abilities:

• Frequent contact with other Village employees, vendors, other government agencies, community groups and the public; must be able to communicate verbally and demonstrate good customer service skills and maintain positive working relationships.
• Ability to research data and prepare written reports; must be able to communicate effectively in writing.
• Ability to handle multiple tasks simultaneously and in a timely manner.
• Must be able to modify established processes and procedures due to changes in federal, state and local law and Village policy.
• Ability to learn, understand and adhere to all applicable safety precautions and procedures.
• Ability to maintain confidential information.
• Extensive knowledge of office practices and procedures, terminology and equipment.
• Must be able to maintain accurate records. Must be skilled in file maintenance and organization.
• Ability to proof and edit reports and correspondence for grammar and readability.
• Ability to work independently with minimal supervision. 

Position Requirements:

• At least three years of related office administration experience or equivalent required.
• Strong computer software skills and communication skills (verbal and written) required. Strong knowledge of Microsoft Office (Word, Excel, Access, Publisher and PowerPoint) preferred. Experience managing social media preferred. 

Safety Functions:

• Becomes familiar with and observes all applicable safety and security policies/procedures.
• Immediately reports all unsafe conditions and acts to supervisor.
• Reports all accidents to supervisor immediately.
• Recommends improvements to safety and security practices.
• Obeys and adheres to all safety rules and work practices. 

Process:

Application materials will be accepted until the position is filled. The selection process includes an application process, interview process, drug screening and background check. The position is expected to be filled immediately upon conclusion of the interview process and after background checks are completed.

Interested candidates should submit an application, resume and a cover letter to:

Village of Hinsdale

Village Manager's Office

Attn: Human Resources

19 E. Chicago Avenue

Hinsdale, IL 60521

e-mail: hr@villageofhinsdale.org

For a job application visit:

www.villageofhinsdale.org/jobs

The Village is an EOE employer.

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