Administrative Assistant (FT)

The Fire Department Administrative Assistant provides essential administrative support to the Fire Chief, Assistant Chiefs, Battalion Chief, and Station Officers. This role ensures smooth daily operations by managing records, processing payroll, coordinating public interactions, and preparing materials for department meetings and events. The ideal candidate is organized, dependable, experienced in fire service administration, and comfortable working in a fast-paced, service-oriented environment.

ESSENTIAL FUNCTIONS

Provide administrative support to the Fire Chief and department leadership. Manage department records and files, including personnel files and incident reports . Accurately process department payroll. Manage Fire Department accounts payable and accounts receivables. Enter training and drill information into records management systems. Generate quarterly reports and process claim forms. Prepare and distribute Fire Board packets, record minutes at all board meetings. Maintain office supply inventory and order as needed. Sort and distribute daily mail. Answer phone calls and assist or direct public inquiries appropriately. Support onboarding of new firefighters; prepare packets and assist during orientations. Coordinate and manage Fire Prevention Week materials, open houses, and related events. Organize the department's Annual Awards Ceremony. Assist in the development of the department's annual report. Collaborate with other City departments as necessary. Maintain filing systems and organize department records. High attention to detail with excellent organizational and communication skills. Ability to multitask and meet deadlines in a dynamic work environment. Self-motivated with the ability to work independently. Perform other related duties as apparent or assigned.

MINIMUM QUALIFICATIONS

High School Diploma or equivalent. Previous experience as an Administrative Assistant. Proficiency with Records Management Software (RMS). Ability to type at least 50 words per minute. Proficiency in Microsoft Office Suite (Outlook, Word, Excel, and Teams). Availability to attend after-hours events as needed.

DESIRED QUALIFICATIONS

Post Secondary Education or College Degree. Administrative experience in a public safety or municipal setting. Knowledge of fire department operations.

PHYSICAL AND ENVIROMENTAL REQUIREMENTS

Ability to sit for extended periods and perform routine office tasks. May require lifting and/or moving up to 30 pounds. Work is typically performed in an office environment but may involve occasional exposure to loud noises or outdoor elements. May be exposed to sensitive or graphic descriptions of emergencies due to the location within a fire station. Hiring Timeline •Subject to Change• 05/22/2026 Position Closes 05/26/2026 to 05/29/2026 Applications Reviewed 06/01/2026 to 06/05/2026 Interviews Scheduled & Conducted Week of 06/01/2026 Offer Made to Candidate (week of) ASAP or by 06/22/2026 Goal Start Date for Candidate