Administrative Assistant - Fire Dept

Job Details

Job Location:

Batavia, IL 60510

Salary Range: $30.22 - $41.68 Hourly

Are you organized, dependable, and ready to be part of a team that serves the community? The Fire Department is looking for a detail-oriented Administrative Assistant to help keep operations running smoothly and support the dedicated personnel who respond when our community needs them most.

If you thrive in a fast-paced environment, enjoy helping others, can work independently, and take pride in accuracy, confidentiality, and exceptional customer service, we want to hear from you!

Final date to receive applications:
This position is scheduled to close on September 4, 2026. However, the City reserves the right to close the posting early if a sufficient number of applications are received or if 200 or more completed applications are received, whichever occurs first. Interested candidates are encouraged to apply early, as the position may close before the posted deadline.

This is responsible administrative and secretarial work serving as secretary for a department or division and involving the performance of delegated administrative duties. Work involves performing diverse administrative, secretarial, and support activities. Work often involves extensive public contact and requires effective coordination with other City departments and agencies. Work requires the exercise of considerable judgment, initiative, and discretion based on knowledge of departmental policies and procedures.

Incumbents perform general duties with a minimum of supervision. Work is performed under the direct supervision of the division or department director.

This position is a full-time on-site position reporting to the City of Batavia's Fire Station #1. The work schedule for this position is Monday to Friday 8:00AM-5:00PM.

Hiring Range: $30.22–$35.49 per hour ($62,877–$73,832 annually), DOQ

Full Salary Range: $30.22–$41.68 per hour ($62,877–$86,697 annually)

This position is classified as Pay Grade 7 under the City of Batavia’s Wage and Salary Ordinance. This is a non-union, non-exempt position with excellent benefits.

• Paid Time Off (PTO):
  Generous vacation days, sick leave, and personal day.
• Comprehensive Health Insurance: BCBSIL PPO & HMO Medical, dental, and vision coverage.
• Life Insurance equal to your annual salary paid by the City.
• IMRF pension with an employer contribution.
• Tuition Reimbursement:
  Support for further education.
• Milestone Reward Program
• Annual Employee Awards and Appreciation Event.
• Annual Employee Picnic
• Annual Holiday Party
• Wellness Events
• Inclusive and Diverse Workplace:
  Commitment to diversity, equity, and inclusion.
• And much more!

For more information check out the City of Batavia Human Resources site under the Employee Benefits Summary tab.

• Receives and screens telephone calls and visitors; responds to inquiries and complaints; handles routine matters and directs unusual matters to superior or to appropriate authority.
• Relieves a department head of routine administrative and office management details; checks reports, memos, and other written communications for accuracy and conformance to policies and procedures.
• Assists in the preparation of, or prepares correspondence, special reports, surveys, requests for information, correspondence, news releases, newspaper ads and legal notices for bids and hearings, newsletters, and other materials.
• Using a computer and appropriate software, types correspondence, reports, and other department documentation; transcribes material; composes and types letters, memos, and notices for signature of superior.
• Checks time and work sheets submitted by department personnel for accuracy and completeness; monitors sick leave, injuries, and other personnel data.
• Schedules appointments and meetings; sorts and delivers department mail; operates a variety of office equipment, including personal computers, calculators, typewriters, fax machines, and copiers.
• Prepares agendas for meetings; takes and transcribes minutes for meetings; responds to Freedom of Information requests.
• Processes applications for a particular department’s services which may include fire…