Executive Assistant/Budget Payroll Administrator - Fire Department

SUMMARY The Executive Office Assistant (EA) to the Fire Chief performs complex administrative tasks and confidential work for the Fire Chief and numerous staff members. The EA must be highly organized, detail oriented, possess strong communication and interpersonal skills, and plays a key role in facilitating the Chief's duties and responsibilities to ensure the Fire Department runs efficiently and effectively. The start date for this position is tentatively July 13, 2026.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Provides administrative and budgetary support to the Fire Chief and all associated Fire Department Divisions. Prepares and administers the Department's annual budget. Monitors division budgets and prepares budget changes. Prepares budget and payroll reports as required for history, trends and projections for Fire Command Staff and/or Budget Director. Consults with division commanders to ensure adjustments are made in accordance with activity changes in order to be in compliance with departmental budget. Acts as a point of contact between the Chief and department members, city officials, and the public, conveying messages and information accurately and effectively. Processes purchase orders/invoices/FPOs/stock requisitions as required. Monitors revenues, expenditures and overtime usage. Monitors and advises the Department on Town procurement procedures. Coordinates response and documentation for internal and external audits. Prepares, monitors, administers and reports on department grants. Reviews, processes (when Division administrative staff are unavailable), and monitors bi-weekly payroll for compliance with Town policy and IAFF CBA, associated policies/procedures. Keys in data, prints reports, and distributes paychecks when needed. Coordinates division administrative support (3) and command staff to ensure for consistency and compliance with policy. Supports division personnel processes, to include employment verifications, employee hiring/onboarding, personnel action forms, secondary employment requests, part-time personnel maximum hour compliance, etc. to ensure continuity and compliance. Handles confidential/sensitive information with discretion and integrity. Oversees departmental FOIA requests and responses. Reviews and processes travel and training requests. Oversees, prepares, proofreads, distributes and manages departmental policies, procedures and associated processes and forms. Assembles and organizes agendas, attends meetings and completes meeting minutes and distribution, including monitoring of action items and objectives completion. Supports various projects/initiatives of the Fire Chief, ensuring deadlines are met and objectives are achieved. Conducts associated research to support decision making and strategic planning. Interprets policy and government regulations to ensure departmental activities comply with policies, best practices, and legal requirements. Compiles reports and performs analysis using various software applications for presentation in public documents, published reports and community presentations. Studies departmental procedures and advises FD Command Staff on ways to improve efficiency and effectiveness of departmental operations and fiscal responsibility. Issues written and oral instructions; routine correspondence. Other duties may be assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or

EXPERIENCE

Associate's degree from a college or technical school in a related field required; bachelor's degree preferred Five (5) years of experience and/or advanced training, with specific experience providing financial oversight and administrative support to a public safety agency preferred Equivalent combination of education and experience may be considered

CERTIFICATES, LICENSES, REGISTRATIONS

Valid driver's license Commission as a Notary Public may be required

LANGUAGE SKILLS

Ability to read, analyze, and interpret common technical or financial reports, government/industry regulations and legal documents. Ability to respond to common inquires or complaints from staff, regulatory agencies or members of the community. Ability to effectively present information to top management, public groups and/or Mayor and City Council.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent, and to draw and interpret bar graphs and charts. Ability to work with mathematical concepts such as probability and statistical inference and fundamental algebra. Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to perform statistical analysis and draw inferences based on incomplete data.

REASONING ABILITY

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

OTHER SKILLS AND ABILITIES

Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), with the ability to integrate information across the programs as required. Experience with financial software (AS400) preferred Knowledge in the structure, function, and operational procedures of the organization and methods/procedures for interaction with other Town department and outside agencies

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand and sit. The employee is frequently required to walk; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and taste or smell. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. The employee must occasionally lift and/or move up to 25 pounds.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally exposed to wet and/or humid conditions; moving mechanical parts; high, precarious places; toxic or caustic chemicals, explosives, risk of radiation, and vibration; outside weather conditions; and risk of electrical shock. The noise level in the work environment is usually moderate but may occasionally be loud.