Archived listing. The details below describe a past opening.
Job Summary Provides general administrative support for the Fire Chief’s office including typing, filing and answering telephones, as well as specific administrative duties to organize and maintain the records management systems (RMS) and occupancy database.
Job Scope No supervisory or budgetary responsibilities.
Principle Duties and Responsibilities
- Import & export all data into current record management systems (RMS) for code enforcement inspections, training, reporting, and scheduling used by the department. Maintain parallel database with other applications as adopted or required.
- Maintain & update RMS security and integrity, and safeguard the RMS by specifying which users can access each level and data segments.
- Monitor the RMS for inspection discrepancies, inventory updates, employee training tracking, and new occupancies/businesses and any additional business owner’s information.
- Quality Control: Create queries and runs test to find and correct any errors input and missing reports by all users of all Belleville Fire Department databases.
- Create new procedures and develop manual for using all RMS.
- Organize & facilitate classroom instruction to all Department personnel on all RMS updates.
- Verify and ensure the RMS is active, accurate and running properly at all fire department locations.
- Administer all steps necessary to process certificate of occupancy application (COA) filings, including receipt of application, and creation or modification of occupancy in database.
- Creates codes for new occupancies/businesses and modify any changes to records.
- Advise and coordinate efficient scheduling and assignment of all inspections.
- Receive and quality check all completed fire and hood and duct inspections, preplans and permits.
- Receive and process fire construction permits and building/system plans for inspection/review, finalize permit creation, and ensure delivery to customer.
- Ensure permits are issued for storage or use of Flammable/Combustible Liquids.
- Arrange dates and times for school fire prevention programs. Prepares materials for distribution to be used by fire personnel in making fire prevention presentations.
- Arrange station tours and public education visits for schools, businesses, and other organizations.
- Provide communication to all personnel via department email and memos.
- Cross-train with the Office Manager to perform the duties of the Office Manager in their absence.
- Maintains positive work atmosphere by behaving and communicating in a manner which promotes good working relationships with clients, customers, co-workers and supervisors.
- Performs other duties as assigned.
Skills, Knowledge and Abilities Required Ability to type and do data input accurately. Ability to utilize a computer terminal and a variety of specialized software applications. Knowledge of modern office practices, procedures and equipment. Knowledge of Microsoft Office required. Ability to learn new software applications required. Must possess strong organizational skills. Ability to maintain complex records and files prepare reports and answer questions from such records. Knowledge of business English, spelling, punctuation and commercial arithmetic. Knowledge of the policies, regulations, procedures and functions of the Fire Department. Ability to communicate effectively with elected officials, other employees, and the general public.
Education, Certification and Experience Required Requires high school diploma or equivalent. Requires three years previous clerical/secretarial and computer application experience. Database experience preferred. An equivalent combination of education, training and experience will be considered.
Special Requirements
Apply Online for Firehouse/Database Administrator