Mosinee Fire District
Towns of Bergen, Knowlton, Mosinee and City of Mosinee
601 S. RANGELINE ROAD, MOSINEE WI 54455-8528
715-693-2059 (phone)715-692-3472 (fax)
ADMINISTRATIVE ASSISTANT
JOB SUMMARY:
The purpose of this position is to provide confidential and complex administrative assistance to the Fire Chief and the Mosinee Fire District.
An Administrative Assistant may be asked to perform multiple duties, however, their main functions will be office and administrative in nature. Most of the duties and expectations will be address in this document; however, the job description should not be interpreted as all-inclusive or as employment agreement.
AUTHORITY:
Person works under supervision of the Fire Chief and other Chief Officers. Position is not responsible for supervising any employees.
CHARACTERISTIC WORK OF POSITION:
A. Definition: This work is performed at a professional level in the fields of accounting, human resources, finances, and other business office related duties.
B. Nature: Under the supervision of the Chief Officer(s) of the District perform such duties and activities as may be required inlegal codes, city or town ordinances, State statutes, federal laws and guidelines, and/or Fire District By-laws.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
A.Be the first line of contact for the Fire District by checking the mail, answering phones, and addressing visitors.
B.Maintain personnel files and other confidential information which requires a high degree of confidentiality. Serve as Fire District’s Privacy Officer for all federal and state laws that apply to the privacy of patient information, including the Federal Health Insurance Portability and Accountability Act of 1996 (HIPPA)..
C.Prepare all payroll. Maintain appropriate payroll records and submit the necessary state and federal reports monthly, quarterly, and annually as required.
D.Review and assemble all bills and claims again the Fire District for Board approval. Pay approved bills promptly.
E.Maintain all bank accounts held in the name of the name of the district, making necessary deposits and such withdrawals as are authorized by the Fire District Board, and reconcile all bank accounts monthly.
F.Handle and maintain health, life, and workers compensation insurance for the district and its employees. Also handle activities with the Wisconsin Retirement System.
G.Acts as liaison between fire district and EMS billing vendor to insure patient’s reports are invoiced, correct any billing issues, approve reimbursements, and submit medical records requests to them.
H.Prepare, serve, track, and oversee fire billing for the district as determined by district policy. Work with insurance companies, municipal clerks, the state, individuals, and others for collections.
I.Assist in the preparation and administration of the District’s budget. Prepare budget reports for the monthly Fire District meeting and additionally, as requested by the Board or Chief.
J.Inventory, maintain, and order (approved) office supplies.
ANCILLARY JOB RESPONSIBILITIES:
A.Assist the District with re-staffing of EMS/fire personnel when resources are depleted due to staff shortages, multiple response situations, or other functions as directed by Command Staff.
B.Maintain Department Manual and Standard Operating Procedures.
C.Performs statistical analysis of information and completes special projects of an extremely confidential in nature.
D.Creates forms, brochures, and specialized reports.
E.Clean, vacuum, and maintain office area.
F.Communicate with other employees and the public on fire department information as necessary and approved which may include press releases and social media.
QUALIFICATIONS: (Essential Knowledge, Skills and Abilities)
1.Ability to establish and maintain an effective and positive professional relationship with the public and other employees.
2.Ability and skill to work and organize under limited supervision with frequent interruptions.
3.Knowledge and proficiency in Microsoft Office Suite and QuickBooks.
4.Knowledge and proficiency in office machines (personal & laptop computers, fax machine, copy machine, printer, check scanner, tablet, smartphone, etc.).
5.Knowledge of general office management protocol.
6.Ability to effectively communicate through written and oral modes.
7.Knowledge of fire and EMS practices, municipal government, and municipal budgeting.
SPECIAL REQUIREMENTS:
1.High school diploma or GED equivalent.
2.Must be twenty-one (21) years of age or older at time of hire.
3.Must possess, or be able to obtain by time of hire, a valid State Driver’s License without record of suspension, or revocation in any state.
4.No felony convictions or disqualifying criminal histories within the past seven (7) years.
5.Ability to read and write the English language.
WORK ENVIRONMENT AND PHYSICAL DEMANDS:
Most work is performed in an office setting. The Administrative Assistant must occasionally lift and/or move 50 pounds or greater. In compliance with the Americans with Disabilities Act, the District will make reasonable accommodations to enable individuals with disabilities to perform the essential functions. The Administrative Assistant will be expected to normally work weekdays 10:00 – 14:00 (4 hours). Flexibility in the hours may be granted by the Fire Chief. Additionally, the Administrative Assistant may be required to work/attend other meetings and training as described in this job description.