HomeMy WebLinkAbout5.E.3. Approval of Revised Job Description for Fire Department Office Service Worker City of Shakopee
Memorandum •
TO: Mayor and City Council
Mark McNeill, City Administrator
FROM: Kris Wilson, Assistant City Administrator J~'~
SUBJECT: Approval of Revised Job Description for Fire Department Office Service Worker
DATE: May 30, 2008
Introduction
The City Council is asked to approve the attached revisions to the job description for the position
of Fire Department Office Service Worker.
Background
When the position of Office Service Worker for the Fire Department was created last year it was
decided that the position would formally report to the City Clerk and be officed at City Hall until
such time as a full-time Fire Chief was hired. Now that Chief Coleman is on board, Council is
asked to authorize the attached revised job description, so that the position formally reports to the
Fire Chief.
No other changes to the job duties, qualifications or pay grade are being recommended.
Budget Impact: This action has no budget impact.
Relationship to Vision: This is a housekeeping item.
Requested Action: If it concurs, the Council should offer a motion to approve the attached
revised job description for the position of Fire Department Office Service Worker.
City of Shakopee
JOB DESCRIPTION
Job Title: Office Service Worker -Fire Department
Pay Grade: 3
Department: Fire
Location: Fire Station #S1C-icy-J
Reports To: Cry-C'-ler-~~~e^~ Fire Chief
' FLSA Status: Nonexempt
Approved By: City Council
Approved On: June 5, 2007 /Updated June 3, 2008
SUMMARY
Provides clerical and administrative support for the Fire Department and Fire Inspector.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other
duties maybe assigned.
Uses word processing, database, spreadsheet, 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.
Provides 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 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 burn 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, analyze, and interpret 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-on-one and small group
situations to customers, clients and other employees of the organization.
MATHEMATICAL SKILLS
Ability to add, subtract, multiply and divide. 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 positive working relationships 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 maybe 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