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Town of Falmouth, MA
ADMINISTRATIVE ASSISTANT TO THE FIRE RESCUE DEPARTMENT
Career Insights for Office / Administrative Assistant (General)
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Based on Massachusetts data
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What they do
An Office or Administrative Assistant performs administrative work in an office. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails, routes mail and maintains calendars and schedules.
$48,670 / year median in Massachusetts
-4% projected decline
Job Description
The Town of Falmouth welcomes applications for the position of Administrative Assistant to the Fire Rescue Department. This is a stable, full-time, year-round, benefited position that plays an important role in supporting the Fire Rescue Department's mission of providing exceptional fire suppression and prevention, rescue, emergency medical services (EMS), and emergency preparedness services to the community. The Administrative Assistant to the Fire Rescue Department is based at Fire Rescue Headquarters and works 37.5 hours per week, Monday through Friday, on either an 8:00 a.m. to 4:30 p.m. schedule with a one-hour unpaid lunch break or an 8:00 a.m. to 4:00 p.m. schedule with a 30-minute unpaid lunch break. The Falmouth Fire Rescue Department is a full-service fire suppression and prevention, rescue, emergency medical services (EMS), and emergency management agency comprised of approximately 100 personnel and serving one of the Cape's largest and busiest communities. This position offers an excellent opportunity for an experienced administrative professional seeking meaningful public service work in a fast-paced environment. Under the general direction of the Fire Chief, the Administrative Assistant to the Fire Rescue Department performs complex administrative, financial, and confidential support functions requiring considerable initiative, sound judgment, discretion, and exceptional organizational skills. Essential functions include, but are not limited to: Serving as the Fire Chief's primary administrative assistant by preparing correspondence, reports, presentations, and other administrative documents; managing records; coordinating meetings and calendars; and completing special projects; Performing many of the Fire Rescue Department's day-to-day administrative functions, including reviewing and processing the department's accounts payable, payroll, and leave records in accordance with Town policies and the applicable collective bargaining agreements while bringing any potential discrepancies or concerns to the Fire Chief's attention; Coordinating the administrative aspects of the Department's operating and capital budgets by preparing reports, monitoring expenditures, processing purchase orders and invoices, reconciling accounts, maintaining financial records, assisting with budget preparation, and supporting grant administration and other fiscal activities; Assisting the Fire Chief and the Human Resources Department with administrative functions of the Fire Rescue Department's recruitment, onboarding, Massachusetts Firefighting Academy enrollment, promotional processes, and personnel transactions by supporting the coordination of required documentation, recordkeeping, communications, and scheduling of pre-employment testing; Maintaining the Department's administrative records and information systems, including personnel, payroll, attendance, training, certifications, purchasing, budgeting, grants, emergency response reporting, inspections, and other operational records while ensuring accuracy, confidentiality, and compliance with applicable recordkeeping requirements; Assisting the Fire Chief in their capacity as the Town's Emergency Management Director by performing and coordinating administrative functions, including gathering and coordinating information, maintaining records and documentation, preparing reports and correspondence, supporting grant administration and preparedness activities, and coordinating other assigned emergency management-related administrative projects; Assisting with annual reports, public education initiatives, statistical reporting, and other special projects assigned by the Fire Chief; Assisting with public records requests, records retrieval, and compliance with applicable records retention requirements; Training and providing ongoing guidance to the department's Administrative Clerk to serve as backup for essential administrative functions such as payroll processing and accounts payable; Providing professional and courteous customer service to internal and external stakeholders, including firefighters, command staff, other Town departments, vendors, contractors, state and federal agencies, partner organizations, retirees, and members of the public; Maintaining strict confidentiality regarding personnel, labor relations, medical, financial, legal, and operational matters; Performing all other related duties as assigned. This position works primarily in an office environment located within an active Fire Rescue Headquarters where emergency incidents, emergency radio traffic, shifting priorities, and time-sensitive operational demands are routine. The Administrative Assistant to the Fire Rescue Department frequently interacts with Fire Rescue personnel, other Town departments and divisions, outside agencies, vendors, and members of the public while maintaining professionalism and strict confidentiality.