Administrative Assistant - Fire

To be considered for this position, please include a Letter of Interest

The Town of Castle Rock’s future and the quality of that depend on the choices we make today. Do you want to be part of a team that make decisions that work now while preserving and protecting Castle Rock’s identity and quality of life for the future? We value teamwork
,
cooperation
, and
quality communication
. We strive to provide exceptional public service to our customers and encourage creativity and innovation. We welcome all that share those values to apply.

Working for the
Town of Castle Rock
includes:

• The opportunity to make a difference in our community
• Career Advancement Programs
• Employee well-being program
• Competitive total compensation with an excellent benefits package
• Free membership to the MAC or Recreation Center
• Public Service Student Loan Forgiveness eligible employer

The CRFD takes pride in being an aggressive fire and EMS agency and having a progressive culture that supports tradition and mentorship. We are emphatic in our pursuit for mental and physical health, as well as in our cancer prevention efforts. We value teamwork, quality communication, and work-life balance. We strive to provide exceptional public service to our citizens and encourage creativity and innovation.

• Performs routine and complex administrative duties in support of the Executive Assistant, the Executive Staff and department. Performs various copying, faxing, mailing and scanning duties. Maintains filing systems. Duties may include maintenance of department content on the Town’s website. May schedule appointments and maintain calendars for staff members. May register and make travel arrangements for staff member training/conference attendance.
• Drafts, prepares, reviews and edits complex correspondence, reports, spreadsheets, inter-office memos and other documents. Tracks and inputs data in to various database systems. Maintains department filing systems. Reviews variety of documents for quality control.
• Prepares for meetings. Compiles and organizes information, materials and food for meetings. Formulates and distributes meeting agendas. Schedules appointments and facilities. May take, prepare and distribute meeting minutes.
• Assists with preparing Council and/or Commission packet materials. Reviews for accuracy, completeness and compliance with formatting standards and submittal deadlines.
• Responsible to maintain and order administrative supplies.
• Responds to internal and external customer inquiries, requests and complaints. Gathers appropriate information and responds to the customer in a timely manner via phone, email, mail or in person. May provide primary or backup front counter coverage to assist visitors and walk-in customers.
• May assist with composing monthly department report.
• Responsible for daily oversight of the departmental budget to include accurately tracking transactions and timely reconciliation. Assists with budget preparation, year-end estimates, budget monitoring, updating and maintaining budget records.
• Process invoices, purchase orders and accounts payable items. Completes forms, researches appropriate coding and monitors the budget to ensure funds are available. Obtains approval signatures. Responsible for department purchasing.
• Responsible for drafting memos and submitting and tracking department contracts and agreements. Create department requisitions and submit sole source requests. Reconcile and code all department P-Card statements.
• Responsible for other requested tasks including administering testing to applicants; coordinating testing with third party vendors; maintenance of the departmental organizational chart; assist with communications; responsible for taking and distributing meeting notes; etc.
• Completes assigned special projects and department-specific assignments.
• Conducts research to resolve issues.
• Participates in organizing, planning for and running special events.
• Provide backup for the Executive Assistant, completing PAFs, injury reports, travel arrangements and attend staff meetings and other assigned duties in their absence.
• May serve as the Department’s Public Safety Commission…