Accreditation Manager/Administrative Assistant

Notice of Job Opening

Date: December 8, 2023

Department: Fire Department

Job Title: Accreditation Manager/Administrative Assistant

Exp. Date: Until Filled

Hours: 8am-5pm

Job Description

An employee in this position serves as an Accreditation Manager/Administrative Assistant, and reports directly to the Fire Chief. The Accreditation Manager/Administrative Assistant is considered a facilitator and coordinator to direct agency personnel in with complying the professional standards set by Center for Public Safety Education (CPSE) and the Commission on Fire Accreditation International (CFAI). Serves as an administrative assistant for the Fire Department and provides comprehensive support to the Fire Chief and will perform a variety of clerical/secretarial duties requiring knowledge of operating policies, procedures, and regulations. This position requires excellent organizational ability and complete confidentiality. Employee will report directly to the Fire Chief and has no supervision over other employees.

EXAMPLES OF WORK

• Directing the department’s self-assessment and other preparations made in advance of initial or renewal of accreditation.
• Communicate with CPSE staff to discuss policies, procedures, and other matters pertaining to evaluation and accreditation.
• Assist in follow up studies resulting from the evaluation process and provide notification to CFAI of substantive changes and program development.
• Ensure all standard files contain all necessary and credible proof of compliance.
• Draft new or revise written directives and assign written projects to subject matter experts or supervisors to achieve accreditation objectives.
• Ensure revisions of all departmental written directives follow accreditation standards.
• Maintain master and archive files for agency written directives.
• Keep the Fire Chief updated on the department’s accreditation status.
• Train department personnel in the process of researching and identifying required information, and the format in which to prepare their responses.
• Assist department personnel with accreditation related questions or activities.
• Ensure CFAI standards and revisions are completed as soon as possible.
• Properly prepare and submit the required CFAI Annual Compliance Report.
• Gather, organize, and edit written documents in an easily accessible, consistent style.
• Continuously ensure the department continues to adhere to all accreditation standards.
• Keep abreast of the latest developments in the accreditation process by attending CFAI accreditation manager’s continuing education webinars.
• Performs secretarial duties.
• Transcribes and types correspondence and other materials as assigned by the Fire Chief and administrative staff.
• Acts as receptionist for visitors to the Administrative Building office screening all telephone calls and visitors.
• Interprets and transcribes information from varied sources including but not limited to accident reports, evaluations, speeches, notes, etc.
• Transcription of dictation for inclusion in reports and letters.
• Processes all paperwork related to accounts payable, including expense reports.
• Serves as notary public.
• Assists other department personnel when needed.
• Attends staff meetings and records the minutes.
• Makes hotel reservations and other travel arrangements as necessary for government functions, including conventions and annual meetings.
• Informs Fire Chief/Supervisors of meetings.
• Compiles data for annual and monthly departmental reports.
• Assists in preparing and consolidating annual report.
• Maintains and updates employee files.

Desirable Training and Experience

• Knowledge of the Accreditation process and documentation required.
• Associates Degree in Public Administration or other related field.
• Three years of related experience; or additional education in lieu of experience.
• Management courses and thorough knowledge of, or training in, accounting and bookkeeping.
• Knowledge of budget preparation and management.
• Knowledge of city government and city systems.
• Peer assessor through CPSE.
• Five to seven years’ experience in a secretarial position, preferably including some experience in public safety procedures.
• Thorough knowledge of City of LaGrange policies and procedures

Knowledge, Training and Abilities

• Working knowledge of applicable laws, ordinances, and department rules and regulations.
• Skills in the use of the tools listed below:
• Ability to communicate effectively orally and in writing.
• Ability to utilize computer software such as Microsoft Office (Excel, Word, Power Point, MS Teams).
• Ability to give verbal and written instructions.
• Knowledge of math and business English.
• Knowledge of modern office practices and procedures.
• Knowledge of procedures for making travel arrangements and hotel reservations.
• Skill in the operation of various office equipment such as; scanner, copy machine, and computer.
• Skill in scheduling and other organizations skills.
• Ability to deal tactfully and equitably with the public and co-workers to establish effective working relationships.
• Ability to communicate effectively with people of various backgrounds and to communicate both orally and in writing.
• Ability to handle stress effectively.
• Ability to set work priorities and complete projects in a timely manner.
• Ability to learn quickly and react positively.
• Willingness to offer assistance to other divisions as needed.
• Technical knowledge of computers and software.
• Ability to retain confidential information

Necessary Special Requirement

• High school diploma or its GED equivalent supplemented by considerable coursework in the clerical/secretarial field.
• Attend the Quality Improvement for the Fire and Emergency Services workshop, through CPSE.
• Become a peer assessor within 12 months, through CPSE.
• A minimum of three years’ experience in a clerical/secretarial position.
• Have and maintain an operable telephone.
• Must be eighteen years of age or older.
• Possess a valid State of Georgia driver’s license.
• Must possess good leadership qualities.
• Ability to travel on occasion for conferences, classes, and site visits.
• Live within one hour of LaGrange.
• Advanced computer operation skills with the ability to type 60 wpm.
• Must be a self-starter with a positive attitude and be goal and team oriented.
• Excellent interpersonal skills.
• Excellent written and oral communication skill.
• Excellent reading comprehension skills.

Work Environment

An employee in this position will interact with the public daily. Majority of working hours, will be spent at a desk, so sitting, standing, reaching and bending will occur

General Online Application

If you have any additional questions please email or call Human Resources: +1 706 883 2037, hr@lagrangega.org