AFRD Recruitment Executive Assistant

---

Job description

Position open until October 13, 2024

Salary Range: $47,133.90 - $78,627.92

General Description and Classification Standards

This position coordinates complex administrative services within the Atlanta Fire Rescue Department. The role involves performing and overseeing technical and office administrative duties in support of the Recruitment Office. The Recruitment Executive Assistant serves as a liaison between the recruitment department and other administrative and support departments, overseeing support operations of the department. This position may supervise clerical and other support staff and may be in charge of a specific area of assignment as directed by the Recruitment Officer. This is an experienced, skilled position that routinely handles challenging assignments and serves as a subject matter expert in one or more specific areas.

Supervision Received

Work methods and assignment results are typically reviewed by a more experienced professional or a manager prior to final action.

Essential Duties & Responsibilities These are typical responsibilities for this position and should not be construed as exclusive or all inclusive. Applicant may perform other duties as assigned.

• Perform a wide variety of executive secretarial and administrative duties as required by daily operations within the recruitment and background department.
• Coordinate office activities and schedules; develop and recommend office policies, procedures, and systems to ensure smooth office operations.
• Assist in preparing speeches and news releases related to recruitment efforts.
• Research and analyze routine administrative projects for the Recruitment Officer.
• Receive and screen all communications to the Office of Recruitment, including telephone calls and email messages; provide assistance using independent judgment to prioritize messages that require immediate attention.
• Prepare and review written communications and reports; draft correspondence, schedules, memos, spreadsheets, and other documents from notes, dictation, and other sources.
• Independently respond to letters and general correspondence of a routine nature.
• Proofread and edit documents for accuracy and format; distribute documents as instructed.
• Serve as a liaison for the recruitment and background department with other City Departments, divisions, and outside agencies; negotiate and resolve significant issues.
• Serve as a departmental representative on special projects, committees, and task forces as assigned.
• Make arrangements for the Recruitment Office; maintain appointment schedules and calendars; arrange meetings and conferences.
• Utilize applicant tracking platforms for written exams, interviews, pre-employment backgrounds, Oracle, medical exams, psychological exam.
• Provide follow-up on assignments given to members of the recruitment team by the Recruitment Officer and provide status reports.
• Participate in and assist with the development and administration of the recruitment department's budget.
• Generate reports, create pivot tables, and prepare IPRs.
• Retrieve raw data, analyze it, and generate reports for recruitment metrics.
• Ensure applicants are meeting deadlines and provide necessary guidance.

Decision Making

• Select from multiple procedures and methods to accomplish tasks; apply organizational policies.

Leadership Provided

• Provide guidance and training as required to lower-level staff, interns, temporary employees, etc.

Knowledge, Skills & Abilities This is a partial listing of necessary knowledge, skills, and abilities required to perform the job successfully. It is not an exhaustive list.

• Proficiency in Microsoft 365, including PowerPoint, Excel, Teams, OneDrive, and SharePoint.
• Strong organizational, management, human relations, and technical skills.
• Knowledge of management and administrative practices, policies, and procedures relevant to recruitment activities.
• Ability to effectively communicate and interact with management, employees, members of the general public, and other groups involved in recruitment activities.
• Ability to assemble information, create reports, and communicate in a concise, clear, and effective manner.
• Ability to use independent judgment and discretion, including handling emergency situations, determining procedures, setting priorities, maintaining standards, and resolving problems.
• Ability to comprehend, interpret, and apply regulations, procedures, and related information.
• Ability to read, understand, and interpret reports and related materials.

<!– job description page –>