MULTI AGENCY COMMUNICATIONS JOB DESCRIPTION

 

 

 

GENERAL STATEMENT:

The Multi Agency Communications Center Administrative Asssitant is responsible for a variety of administrative, secretarial, clerical and public relations duties while performing office management activities.

 

ESSENTIAL JOB DUTIES AND FUNCTIONS

• Assists Director in gathering Communications Center statistical data, preparing analyses ad creates reports
• Attends meetings as required
• Interprets, applies and explains laws, codes, regulations, policies and procedures related to MACC operations
• Coordinates with the Supervisors in the day to day management of the agency in the absence of the Director
• Acts as the coordinator for all hiring processes, providing testing and materials and administers the hiring process for line personnel.
• Assists with purchasing supplies, maintains adequate inventories of office supplies, equipment, and repair services; maintains inventory logs
• Tracks office projects, maintains related files and records, develops and maintains extensive filing systems for Communications Center.
• Answers the administrative office telephone and deals with the public efficiently, tactfully and in a pleasant manner.
• Maintains familiarity with the Standard Operating Procedures and appropriate manuals that provide thorough knowledge of Multi Agency Communications Center operations and procedures.
• Performs other duties as assigned.

Competencies - To perform this job successfully, an individual must demonstrate the following competencies:

• Analytical - Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data
• Design - generates creative solutions; translates concepts and information into images; Uses feedback to modify designs; Applies design principles; Demonstrates attention to detail
• Problems Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully and makes decisions based on research experience and within the scope of their responsibility Follows chain of command; Develops alternative solutions; Able and willing to comply with all rules, policies, regulations and procedures whether in agreement or not
• Project Management - Develops project plans; Coordinates projects; Communicates changes and progress; Completes projects on time; manages project team activities
• Technical Skills - Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares experiences with others; Condense large amounts of information into readable, sensible typed remarks and recollection of numerous acronyms and codes essential to various situations.
• Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments; Ability to exercise strong public relations abilities in the face of adverse conditions.
• Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Able to accept criticism objectively and in a constructive way; Keeps emotions under control; Remains open to others' ideas and tries new things; Uses work time in an efficient and productive manner.
• Communications Oral/Written - Speaks clearly and persuasively in positive or negative situations; ability to speak English clearly and possess an excellent vocabulary; Possess good listening comprehension skills; Responds well to questions; Demonstrates group presentation skills; Participates in meetings;
• Possess the ability to consistently think clearly; act quickly; and calmly in a wide variety of situations; Writes clearly and informatively; Edits work for spelling and grammar; Ability to understand and follow complex oral and written instructions; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information; Ability to perform several tasks simultaneously
• Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals; Supports everyone's efforts to succeed.
• Change Management - Develops workable implementation plans; Communicates changes effectively; Builds commitment and overcomes resistance; Prepares and supports those affected by change; Monitors transition and evaluates results.
• Leadership - Exhibits confidence in self and others; Inspires and motivates others to perform well; effectively influences actions and opinions of others; Accepts feedback from others; Gives appropriate recognition to others
• Visionary Leadership - Displays passion and optimism; Inspires respect and trust; Mobilizes others to fulfill the vision; Provides vision and inspiration to peers and subordinates
• Managing People - Makes self available to staff; Solicits and applies customer feedback (internal and external); Fosters quality focus in others; Improves processes and services
• Quality Management - Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness
• Ethics - Treats people with respect; even when under pressure; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values
• Business Acumen - Understands business implications of decisions; Display orientation to profitability; Aligns work with strategic goals
• Cost Consciousness - Works within approved budget; Develops and implements cost saving measures; Conserves organizational resources
• Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values
• Strategic Thinking - Develops strategies to achieve organizational goals; Understands organization's strengths & weaknesses; Adapts strategy to changing conditions;
• Judgment - Able to define problems, collect data, establish facts, and draw valid conclusions; Deal with abstract situations and apply common sense solutions; Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decisions- making process; Makes timely decisions; Exercise good judgment and make sound decisions when dealing with workplace conflict.
• Planning/Organization - Priorities and plans work activities; Uses work time efficiently; Plans for additional resources; Sets goals and objectives; Develops realistic action plans.
• Professionalism - Approaches others in a tactful manner; reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments; Maintain Agency high standards for professionalism even in the absence of reciprocal behavior
• Quality - Demonstrates accuracy and thorough quality of work; Looks for ways to improve and promote quality Applies feedback to improve performance; Monitors own work to ensure quality
• Quantity - Meets productivity standards; Completes work in a timely manner; Strives to increase productivity; Works quickly
• Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly
• Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events
• Attendance/Punctuality - regular and consistent attendance is a condition of employment; Ensures work responsibilities are covered when absent; Able and willing to attend mandatory training and meetings after normal work hours; Maintains regular and predictable attendance; Arrives at meetings and appointments on time
• Dependability - Follows instructions; responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan;
• Initiative - Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated risks to accomplish goals; Asks for and offers help when needed; pursues training or development that would enhance productivity.
• Innovation - Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas; Presents ideas and information in a manner that gets others' attention
• Interpersonal - Focuses on solving conflicts, while building morale and group commitments to Administration goals and objectives; Ability to accept criticism objectively, Maintain confidentiality in all matters relating to information obtained
  
• Language Skills - Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. able to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, customers, and the general public.

 

KNOWLEDGE SKILLS AND ABILITIES

• Knowledge of: offices practices and public administration. Polices, procedures, and practices applicable to public office functions Accurate keyboarding skills, including numbers, correct punctuation, spelling and grammatical usages; basic arithmetic, modern office equipment, including computers and.
• Ability to: Plan, organize and coordinate the work and activity of a public safety communications center, work under pressure, exercise good judgment and make sound decision in daily and emergency situations, perform problem-solving to provide solutions to problems that impact the efficiency and effectiveness of the communications center; establish and maintain effective relationship with communications center team members, establish and model performance standards and values that are consistent with and promote community-oriented problem-solving and a high standard of customer service, speak publicly with effectiveness and poise.

 

WORKING CONDITIONS/PHYSICAL ACTIVITIES:

Approximately 90% of duties are performed in a secured office with artificial lighting. Work is performed primarily in an office environment. The ability to operate telephones and personal computers and to communicate effectively verbally and in writing in English is required. Employees must have a telephone line for 24 hour availability. A telephone and answering machine at residence is required; Willing to carry cell phone and /or pager. Regular and consistent attendance is a condition of employment

QUALIFICATIONS

High School degree or equivalent; 911 Communications Center experience desirable; Ability to type at least 50 wpm with 90% accuracy.

 

LICENSES, CERTIFICATES

Must possess and maintain a valid Washington State Driver's License; Proof of eligibility to work in the United Sates of America