200 Organization and Administration Flashcards
The Fire Chief or the authorized designee should establish an accurate inventory-control and record-keeping system for tracking the department’s physical assets.
200
Upon acquisition of a new physical asset, an inventory record should be created and the appropriate information documented before placing the asset into operation or service, in accordance with the Physical Asset Management Policy.
200
An inventory review of all physical assets should be conducted at least annually.
200
Members experiencing loss, damage, or destruction of physical assets assigned to them should make all reports according to the Use of Department-Owned and Personal Property Policy.
200
Physical assets that are no longer utilized by the department should be identified and classified as surplus or obsolete and stored or disposed of by the Fire Chief, the appropriate committee chairperson, or the authorized designee according to the Physical Asset Management Policy.
200
Purchase Orders must be created at the time of commitment. This is the law for government purchases & managements policy for public trust.
200
Purchase Orders must be signed by the following or they are not valid:
Title 62, Section 310.1(a) for government & by policy for public trust.
- The Encumbering Clerk
- The Purchasing Agent/Officer
If invoice received is more than 10% over original Purchase Order amount a second signature is required by Purchasing Agent/Officer.
200
For a Draw Down PO the additional amount will need to be added to the PO before it can be processed for payment.
200
Purchase Orders are due Monday before noon in the Accounts Payable office for an invoice to be paid on Thursday.
200
If a Vendor is not used for 3 years they will be made inactive and a new W-9 will be required to reinstate.
200
The Company Officer of a call for service should review the narratives of all responding units to ensure relevant fireground actions are documented.
200
The SOAP template is a simple guide to help format a report narrative.
200
The Fire Prevention Bureau is responsible for the review of all fire incidents for quality assurance.
200
Reports not maintaining the minimum expectations for clarity shall be sent back to the reporting party and their respective shift commander.
200
What is the level of expectation the Fire Marshall and all employees involved with incident reports can expect a Q&A procedure to entail? Every 1,000 reports will be examined
200
Every 111 type incident will be reviewed by the Shift Commander for accuracy, clarity, & wording
200
The information and format of fire investigation reports is informed by NFPA 921 – The Guide for Fire and Explosion Investigation, as well as legal precedent that calls for using a scientific approach to origin and cause determination.
200
For all personnel changes, the chief officer responsible for administration should coordinate with the human resources department, if available, to confirm that a report form is established for personnel changes.
200
All reports should be written in the first person and active voice.
200
Employees may request reimbursement for items up to $30.00 from the Petty Cash Fund for items purchased or expenses incurred for official business of the City of Midwest City.
200
Any purchases totaling more than $30.00 must have signed approval from the Finance Director or Deputy Finance Director prior to reimbursement.
200
All requests for reimbursement must also be signed by the employees’ Department Head or Supervisor and include the expense account number.
200
All requests for reimbursement must be made within ten (10) days from the date of the receipt.
200
On at least a monthly basis, the Accounts Receivable Clerk will reconcile the account to verify that remaining cash plus attached receipts equal the authorized petty cash amount.
200
A check will be issued for the amount of cash needed to replenish the fund to its authorized amount. The check will be made payable to “Midwest City Petty Change” and be cashed by the Accounts Receivable Clerk.
200
The Finance Director or designee will conduct periodic petty cash audits to ensure proper management of the fund.
200
Each member wanting to participate in Constant Manning will have a card placed on file and kept in the Shift Commander’s office card index.
200
There is no guarantee for the minimum hours of work. However, a members’ card will not be moved if their constant manning shift is less than 12 hours.
200
To select the proper shift for Constant Manning, the Shift Commander will determine which shift will be off duty the day after the Constant Manning will take place.
200
If more than one (1) person is needed for Constant Manning and there is a leave cancellation that negates Constant Manning, the member that last volunteered to work will be the first one removed unless position is a factor as determined by the Shift Commander.
200
Supervisors should encourage feedback from crews and subordinates on administrative decisions.
200
On-scene feedback concerning tactical and strategic decisions should be limited to critical safety issues. This can be done while maintaining chain of command and discipline.
200
All members, not just supervisors, should be aware of the power and impact of their nonverbal communication and how to read other members’ nonverbal communications.
200
For the speaker, maintaining eye contact conveys honesty and confidence.
200
During conversations, members should remain aware that movements or expressions such as nodding or shaking the head, smiling, frowning, or expressing concern can convey active listening, agreement, disagreement, or empathy.
200
If the conflict is based on department operations and practices, supervisors should hold open-ended discussions with the involved members to encourage respect and appreciation for how individuals approach their job.
200
Where necessary, discipline for violation of policy or procedure may have to be imposed if the conflict cannot be resolved through discussion. See the Personnel Complaints Policy.
200
