ADMINISTRATIVE TECHNICIAN

JOB DESCRIPTION ADMINISTRATIVE TECHNICIAN FIRE DEPARTMENT Human Resources Newport News, Virginia Department GENERAL STATEMENT OF RESPONSIBILITIES Under general supervision, this position is responsible for a variety of routine to difficult office management, administrative support and related functions in support of the department.
Reports to a designated supervisor.
ESSENTIAL JOB FUNCTIONS Performs administrative support work such as word processing, data entry and retrieval, creating spreadsheets and file maintenance.
May also conduct research and provide statistical analysis and reports.
Reviews a variety of forms, reports, questionnaires and other similar documents to ensure accuracy and conformance to established procedures and policies.
Composes, edits, and types correspondence; compiles, posts, and records information from a variety of sources that involves calculations, research and verification of information; completes forms, reports, questionnaires and other similar documents; maintains the department website.
May assist with the compilation of the department’s annual operating budget; research costs and other data for budget projections; monitor and analyze monthly revenue and expense accounts; resolve discrepancies and prepares regular status reports for management review.
May generate purchase requisitions and complete monthly reconciliation of purchase cards; process account payments and maintains records of utility usage.
May compile and enter departmental payroll, assist with initiating and processing personnel actions to effect changes in employee status such as pay increases, transfers, promotions, Family Medical Leave Act (FMLA) leave, leave of absences, and terminations; compute salary changes and retroactive pay.
May be responsible for administrative support work related to emergency medical services billing.
May research patient account information and bankruptcy reports through CICS, Visual EMS and Fire Software, and DMV database for correct information; assist customers with current and past due accounts in person, by mail, or telephone; process payments from customers; assist with processing set-off debt.
Prepare annual fire code fee billing and delinquent payment letters.
Screens telephone calls, incoming mail, and visitors; responds to internal and external requests which may involve researching subject to ensure proper referral is made; monitor and maintains filing system to include correspondence, reports, contracts, and confidential records.
PC# 52631/52633 Page 1 of 3 Revised: 04/01/2022 Assists with special projects which may include grant research and assisting with preparation of grant proposals and reporting; maintains grant files.
Responsible for coordinating and reviewing departmental response to information requests.
Performs other duties as assigned.
PERFORMANCE STANDARD Employees at all levels are expected to effectively work together to meet the needs of the community and the organization through work behaviors demonstrating the City’s Values of Commitment, Caring, and Collaboration.
Employees are also expected to lead by example and demonstrate the highest level of ethics.
REQUIRED KNOWLEDGE  Office Administration – Knowledge of office systems, practices, procedures and administration.
 Technology – Knowledge of general office equipment and personal computers to include word processing, spreadsheet, and related software.
 Customer Service — Considerable knowledge of principles and processes for providing customer service.
This includes setting and meeting quality standards for services, and evaluation of customer satisfaction.
REQUIRED SKILLS  Computer Skills – Utilizes a personal computer with word processing, spreadsheet, and related software to effectively complete a variety of administrative tasks with reasonable speed and accuracy.
 Interpersonal Relationships – Develops and maintains cooperative and professional relationships with employees and all levels of management to include representatives from other departments and organizations.
 Time Management - Plans and organizes daily work routine.
Establishes priorities for the completion of work in accordance with sound time-management methodology and estimated schedules.
REQUIRED ABILITIES  Judgment/Decision Making – Ability to use logic and reasoning to understand, analyze, and evaluate situations and exercise good judgment to make appropriate decisions.
 Communication – Excellent ability to communicate, listen to and understand directions, information, and ideas presented verbally and in writing, which may include the preparation of detailed reports including numerical information and statistics.
Ability to handle a variety of issues with tact and diplomacy and in a confidential manner.
 Accounting - Ability to perform arithmetic, algebraic, and statistical applications.
Ability to employ economic and accounting principles and practices in the analysis and reporting of data.
PC# 52631/52633 Page 2 of 3 Revised: 04/01/2022 EDUCATION AND EXPERIENCE Requires a high school diploma and 2 years of related administrative support experience or an equivalent combination of education and experience necessary to develop the required knowledge, skills and abilities for this position.
ADDITIONAL REQUIREMENTS Requires an acceptable background check to include a local and state criminal history check.
PHYSICAL REQUIREMENTS  Requires the ability to exert light physical effort in sedentary to light work.
 Some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds).
 Tasks may involve extended periods of time at keyboard or work station.
SENSORY REQUIREMENTS  Some tasks require the ability to perceive and discriminate sounds and visual cues or signals.
 Some tasks require the ability to communicate orally.
ENVIRONMENTAL EXPOSURES Essential functions are regularly performed without exposure to adverse environmental conditions.
PC# 52631/52633 Page 3 of 3 Revised: 04/01/2022