Administrative Assistant - Fire

Be an essential part of the Baytown Fire Department team by providing the organization, communication, and administrative support that keeps our mission moving forward. This position is ideal for a detail-oriented, resourceful professional who enjoys working with people, managing information, and using a variety of technology and office skills to solve problems and get things done. If you’re looking for a meaningful opportunity to make a difference while supporting the dedicated professionals who serve our community, we encourage you to apply!

The Administrative Assistant is located at the Fire Training Field and performs administrative duties to support the Fire Department’s overall mission. This individual coordinates the trainings at the Fire Training Field for City use as well as partnering agencies. This role uses office skills to handle: customer service/communications (internal and external), file organization and management, computer skills including data entry, word processing, spreadsheets, data bases, and presentation software, mathematical computation, report and letter preparation, and decision making within scope of position.

• Performs administrative support duties for the Fire Department Planning Section. Assist the Assistant Chief by screening calls, scheduling meetings/travel, and maintaining calendars; processing purchase orders, travel/training & expense forms.
• Performs administrative support duties for the Emergency Management Division. Assists the Emergency Management Coordinator with coordinating/scheduling meetings at the EOC.
• Responsible for monitoring the Planning Section budget and providing reports.
• Responsible for processing and maintaining Planning Section monthly activity files and reports.
• Provides back-up coverage for other Administrative Support positions as needed.
• Maintains professional working relationships with fire department personnel, city personnel, instructors, partner agencies, and members of the public.
• Coordinates and maintain the training calendar for classroom, hands-on, and other training activities conducted at the fire training field.
• Communicates upcoming training requirements and deadlines to appropriate personnel and supervisors.
• Schedules classrooms, instructors, training facilities, equipment, and other resources required for training.
• Maintains accurate and up-to-date electronic and/or paper records of all training conducted at the facility.
• Monitors training expiration dates and upcoming renewal requirements.
• Generates reports identifying completed, pending, overdue, and upcoming training requirements.
• Assists with maintaining an organized and professional training environment.
• Assists Administrative Support positions with Fire Administration tasks as needed.
• Performs all other related duties as assigned.

Required:

• High School Diploma of equivalent (GED)
• Three years general office experience.
• Valid driver’s license with an acceptable driving record (must obtain TX driver’s license within 90 days).
• Advanced computer processing skills in Microsoft Office.

OR

• An equivalent combination of education, experience, certification and/or licenses sufficient to successfully perform the essential functions of the job.

Preferred:

• Proficient in Excel
• Bilingual in English/Spanish
• Experience with invoicing and budget management

Ability to multi-task, establish priorities, work independently, and maintain organization. Work requires continual attention to detail in entering, composing, typing and proofing data and materials. Knowledge of business machine operations, computers and related software, and accounting/billing processes. Must have high level of interpersonal skills to handle sensitive and confidential situations with both internal and external customers.…