Public Safety Business Assistant III/Glendale Fire Department Finance and Grant Management

Job Description:

Public Safety Business Assistant III/Glendale Fire Department Finance and Grant Management

Description

The Position

OPEN/PROMOTIONAL EXAMINATION - SIX MONTHS PROBATION PERIOD
Under general supervision, t his classification performs advanced level duties for the Glendale Fire Department pertaining to the budget in regard to processing payroll, accounts payable, purchase orders and requisitions, working independently on routine tasks and performing the more advanced functions of the series.

ESSENTIAL FUNCTIONS
Ensures Department services are provided with the highest level of customer service and ethical standards.

Prepares, proofs, and distributes letters, emails, memos, reports, agendas, minutes, or other written materials.

Establishes and maintains traditional and automated filing systems by preparing new file folders and sorting, filing, shelving, or storing materials. Checks accuracy and completeness of information being filed.

Collects and inputs data and prepares statistical charts, graphs, organizational and workflow charts, procedural manuals, and reports using a variety of computer applications.

Maintains purchasing records and invoices.

Compiles and copies information using a copier, and distributes finished material by mail, e-mail, facsimile machine, or interoffice delivery.

Determines appropriate form letters or notices to send in response to routine requests for information.

Assembles and issues supplies, materials, books, or other literature in response to requisitions, orders, or requests.

Interacts with the public or internal customers in person or over the telephone and directs them to the appropriate person or department, provides routine information, and/or records messages.

Coordinates department response to public records requests and subpoenas.

Prepares treasury receipts.

May represent the Fire Department on various departmental, City-wide, or community-based committees.

Researches and assembles information from a variety of sources for the completion of specialized forms and preparation of reports.

Performs detailed special projects and research assignments.

Collaborates with other departments in completing special projects and reports.

Develops monitoring controls, regulations, reporting procedures and forms, and assists in review of existing regulations and procedures.

May prepare and process claims, purchase orders and/or vouchers by entering pertinent information into the computer and distributing and/or filing supporting documents.

Orders supplies as needed.

Processes or reviews purchase order and requisition requests for the department and maintains purchasing records.

Performs all accounts payable functions for the department to include invoices and procurement cards.

Produces budget, spending, contract, and purchase order reports to staff.

Assists new and promoted personnel with purchasing policies and procedures.

Ensures spending limitations with vendors to maintain in alignment with the city’s purchasing policy.

Assists in the preparation of grant applications.

Performs all aspects of grant compliance including applying, reviewing, maintaining, and reporting.

May drive on City business as necessary.

Assumes responsibility for ensuring the duties of this position are performed in a safe, efficient manner.

Performs other related duties as assigned or as the situation requires.

When assigned to the Fire Department, depending upon assignment, essential functions may also include the following:
Coordinates the administrative functions within all divisions of the Glendale Fire Department.
Processes payroll for all Fire Department personnel and maintains employee attendance/payroll records.
Provides assistance to the members of the Command Staff as necessary.

Minimum Requirements

Experience and Education
Bachelor’s Degree with six years of clerical or operational support experience.

Experience working in a public safety environment with knowledge in grant compliance (applying, reviewing, maintaining, & reporting) and finance is highly desirable.

Experience with creating and analyzing expense and revenue reports is highly desirable.

Master's Degree is desirable.

License(s) / Certification(s)
Valid California Class C driver's license.

Special Conditions
TATTOO POLICY - Unless otherwise exempted, no employee of the Fire Department shall have any visible tattoos or other skin markings.

Knowledge, Skills & Abilities
Knowledge of:
Exceptional customer service practices.
Applicable HIPPA regulations.
Automated time and attendance software.
Basic mathematical operations such as addition, subtraction, multiplication, and division.
Department policies, rules, regulations, and responsibilities.
Enterprise Resource Planning (ERP) system such as Munis.
Grant writing, compliance, and management
Microsoft Office software programs, including Word, Outlook, and Excel.
Modern office practices, procedures, and equipment.
Public Records Act.
Records retention practices and regulations.
Telestaff Kronos.
Ability to:
Provide exceptional customer service to all employees and vendors.
Analyze and reconcile records.
Communicate effectively in English, both orally and in writing.
Detect recording errors quickly and efficiently.
Establish and maintain smooth working relationships, resolve inter-personal conflicts, and tactfully deal with all levels of employees and the public.
Foster a teamwork environment.
Handle confidential information with discretion.
Maintain automated purchasing and payroll records.
Maintain accurate oversite and reporting of grants.
Model and practice the highest standards of ethical conduct.
Prepare spreadsheets, charts and graphs utilizing a personal computer and automated spreadsheet software.
Read, write, and comprehend directions in English.
Word process general correspondence and reports using a personal computer and word processing software applications.

Other Characteristics
Willingness to:
Assume responsibility for maintaining a safe working environment.
Work necessary hours and times to accomplish goals, objectives and required tasks in a timely manner.

Promotional Eligibility: Any City of Glendale employee who meets the minimum qualifications for this position, has completed probation or six months of City employment, and is occupying a permanent full-time classification. Hourly City employees may be considered, provided that they furnish proof of continuous employment immediately preceding the final filing date, which would equal a minimum of six months of full-time service or 1040 part-time hours. (Civil Service Rule VIII 4-E).

Note: An equivalent combination of experience, education and/or training may be considered as a substitute for the listed minimum requirements.

Exceptional Customer Service Policy: The City of Glendale values quality customer service and takes pride in the exceptional service provided by every employee. As a part of the Glendale team, we are dedicated to delivering courteous, considerate, and personalized attention to our diverse community and to one another. Please click on the link to read the Exceptional Customer Service Policy .

Selection Process

EVALUATION OF APPLICATION: Submitted application will be reviewed to ensure applicants meet the minimum requirements. Only the best-qualified candidates based on applicable experience will be invited to the selection process. WRITTEN EXAM: (Weight pass/fail) To evaluate the applicant’s ability to be successful in this position. Exam will be relevant to the duties of this position. A pproximately the top 12 scoring candidates who achieve a minimum passing score of 70.00% on the written exam will be invited to the further stages of the examination process.

ORAL INTERVIEW: (Weight of 100%) To evaluate the applicant's experience, education, and general background for the position. Candidates must achieve a minimum score of 70.00% on all exam components in order to be placed on the eligible list.

TIME AND PLACE OF THE EXAMINATION WILL BE ANNOUNCED. Any evaluation will be based on the candidate's education and experience as related to the position. Any examination will be to evaluate the candidate's education, experience, knowledge, and skills for the position. The City of Glendale reserves the right to modify the above stated examination components and/or weights. Should this be necessary, the candidates will be notified of the specific examination components and weights prior to the administration of any examination. The selected candidate will be subjected to a background check including Livescan fingerprinting. The City of Glendale conforms with State and Federal obligations to make reasonable accommodation for applicants and employees with disabilities. The Human Resources Department asks that it be advised of special needs at least five days prior to the first test part so that a reasonable accommodation may be made. The provisions of this bulletin do not constitute an express or implied contract. In compliance with the Immigration Reform and Control Act of 1986, the City of Glendale requires that all new employees provide documentation to establish both work authorization and identity.

The City of Glendale offers a comprehensive benefit package including vacation, holiday, and sick leave as well as medical, dental, vision, and long-term disability insurance.

The above listed benefits apply to full-time, salaried positions only.

Closing Date/Time: Continuous

Salary:

$5,215.91 - $6,816.99 Monthly