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HomeMy WebLinkAbout5.E.7. Approval of Job Description for Fire Department Office Service Worker s: E. I. City of Shakopee Memorandum TO: Mayor and City Council CO~JSENT Mark McNeill, City Administrator FROM: Kris Wilson, Assistant City Administrato~tL0 SUBJECT: Approval of Job Description for Fire Department Office Service Worker DATE: May 31,2007 Introduction The City Council is asked to approve the attached job description for the newly created position of Fire Department Office Service Worker and authorize staff to begin the hiring process. Background The 2007 budget for the Fire Department includes funding for a full-time Office Service Worker, beginning July 1. Chief Ed Schwaesdall has developed the attached job description, using the Office Service Worker job descriptions currently in place for the Building and Parks & Rec departments as a guide. Because the Fire Chief is currently a part-time employee, it is being recommended that this new position officially report to the City Clerk until such time as there is a full-time Fire Chief. The Fire Chief would, however, be extensively involved in the hiring process and provide the majority of work assignment/direction for this position. The creation of an Office Service Worker position within the Fire Department is intended to ease the administrative and paperwork workload ofthe Department's current part-time officers and to improve the overall operational efficiency ofthe department. The position of Office Service Worker already exists as a Grade 3 position on the City's Full- Time Pay Plan, so no pay plan amendment is needed. Recommendation It is recommended that the Council adopt the attached job description for an Office Service Worker in the Shakopee Fire Department and authorize staffto begin the hiring process by advertising the position and screening qualified candidates. Budget Impact Funding for this position was included in the Fire Department's 2007 budget. Relationship to Vision: The addition ofthis position will contribute to an effective and efficient Fire Department, which contributes to a High Quality of Life for residents (Goal B). Requested Action: If it concurs, the Council should offer a motion to approve the attached job description for the position of Fire Department Office Service Worker and direct staff to begin the hiring process. City of Shakopee JOB DESCRIPTION Job Title: Office Service Worker - Fire Department Pay Grade: 3 Department: Fire Location: City Hall Shift: Reports To: City Clerk, with direction from Fire Chief FLSA Status: Nonexempt Prepared By: Ed Schwaesdall Prepared Date: 4/12/07 Update/Approved: SUMMARY Provides clerical and administrative support for the Fire Department and Fire Inspector. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Uses word processing, database, spreadsheet, Microsoft excel and other computer software programs to prepare and create files, reports, correspondence and other documents. Receives and routes incoming telephone calls, answers questions and provides information to callers. Responds to questions, complaints and requests for information from the public or other departments, provides timely and accurate responses, assesses urgency of issues and directs the questions to the appropriate officers. Releases information in accordance with department policy and data practice laws. Provide effective customer service in a professional, courteous and helpful manner. Prepares, matches and verifies purchase orders, invoices and vouchers; coding for payment. Opens and distributes department mail. Keeps records by tracking and recording vehicle and equipment maintenance performed by the Fire Department Engineers. Assists in ordering supplies, parts and materials. Assists the training officer in preparing fire training handouts and other projects. Types memos, correspondence, reports and other documents. Enters National Fire Incident Reporting System (NFIRS) into Firehouse Software Coordinates scheduling of Fire Inspector, and provides clerical support for Inspector activities. Helps with scheduling and coordinating meetings, required training, schooling, and information flow. Maintains accurate and efficient filing systems. Monitors and purges department files annually in accordance with applicable legal regulations and the city's retention schedule. Performs other duties as apparent or assigned. QUALIFICATION REQUIREMENTS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE High School diploma or general education degree (GED); and a minimum of two years related experience and/or training; or equivalent combination of education and experience including public contact experience, fire department reporting desirable. LANGUAGE SKILLS Ability to read, analyzes, and interprets general business journals, periodicals, and simple legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to write routine reports and correspondence, that conform to prescribed style and format. Ability to effectively present concise and accurate information in one-to-one and small group situations to customers, clients and other employees of the organization. MATHEMATICAL SKILLS Ability to add, subtracts, multiply and divides. Ability to perform these operations using units of American money, weight measurement and distance. REASONING ABILITY Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. OTHER SKILLS AND ABILITIES Ability to comprehend and communicate policies, practices and services specifically of the Fire Department; and the City of Shakopee in general. Ability to deal with the public and maintain a calm, pleasant manner. Ability to maintain alphabetical, numerical and statistical files and records. Basic knowledge of computer operation, such as Word and Excel. Knowledge of standard office equipment. Ability to type accurately. Knowledge of English spelling, punctuation and vocabulary and the ability to check work for accuracy. Ability to maintain working relationship with other employees and the public. Ability to use discretion relating to work material and assignments in a confidential manner as necessary and to exercise appropriate judgment in their release or presentation. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by employees to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. The noise level in the work environment is usually moderate. COMMENTS -' " 5,6-.1. f?El/JS~.(J City of Shako pee JOB DESCRIPTION CONSENT Job Title: Office Service Worker - Fire Department Pay Grade: 3 Department: Fire Location: City Hall Shift: Reports To: City Clerk, with direction from Fire Chief FLSA Status: Nonexempt Prepared By: Ed Schwaesdall Prepared Date: 4/12/07 Update/Approved: SUMMARY Provides clerical and administrative support for the Fire Departme~t and Fire Inspector. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Uses word processing, database, spreadsheet, Microsoft excel and other computer software programs to prepare and create files, reports, correspondence and other documents. Receives and routes incoming telephone calls, answers questions and provides information to callers. Responds to questions, complaints and requests for information from the public or other departments, provides timely and accurate responses, assesses urgency of issues and directs the questions to the appropriate officers. Releases information in accordance with department policy and data practice laws. Provide effective customer service in a professional, courteous and helpful manner. Prepares, matches and verifies purchase orders, invoices and vouchers; coding for payment. Opens and distributes department mail. Keeps records by tracking and recording vehicle and equipment maintenance performed by the Fire Department Engineers. Assists in ordering supplies, parts and materials. Assists the training officer in preparing fire training handouts and other projects. Types memos, correspondence, reports and other documents. Enters National Fire Incident Reporting System (NFIRS) into Firehouse Software , '"'\" " "- Coordinates scheduling of Fire Inspector, and provides clerical support for Inspector activities. Issues bum permits in accordance with City ordinance and policy. Helps with scheduling and coordinating meetings, required training, schooling, and information flow. Maintains accurate and efficient filing systems. Monitors and purges department files annually in accordance with applicable legal regulations and the city's retention schedule. Performs other duties as apparent or assigned. QUALIFICATION REQUIREMENTS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE High School diploma or general education degree (GED); and a minimum of two years related experience and/or training; or equivalent combination of education and experience including public contact experience, fire department reporting desirable. LANGUAGE SKILLS Ability to read, analyzes, and interprets general business journals, periodicals, and simple legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to write routine reports and correspondence, that conform to prescribed style and format. Ability to effectively present concise and accurate information in one-to-one and small group situations to customers, clients and other employees of the organization. MATHEMATICAL SKILLS Ability to add, subtracts, multiply and divides. Ability to perform these operations using units of American money, weight measurement and distance. REASONING ABILITY Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. OTHER SKILLS AND ABILITIES Ability to comprehend and communicate policies, practices and services specifically of the Fire Department; and the City of Shakopee in general. Ability to deal with the public and maintain a calm, pleasant manner. , . Ability to maintain alphabetical, numerical and statistical files and records. Basic knowledge of computer operation, such as Word and Excel. Knowledge of standard office equipment. Ability to type accurately. Knowledge of English spelling, punctuation and vocabulary and the ability to check work for accuracy. Ability to maintain working relationship with other employees and the public. Ability to use discretion relating to work material and assignments in a confidential manner as necessary and to exercise appropriate judgment in their Felease or presentation. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by employees to successfully perform the essential functions ofthis job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. The noise level in the work environment is usually moderate. COMMENTS ~