Fire Department Administrative Assistant; Part Time

Job Title:

Administrative Assistant

Reports to:

Fire Chief
Type:
Appointed
FLSA Class:
Non-Exempt
Pay Grade:
Labor Grade 12
Status:
Part Time

Performs a variety of clerical and administrative work in keeping official records, providing administrative support to command staff, and assisting in the administration of the standard operating guidelines and policies of the fire department.

The administrative assistant works under the direction of the Fire Chief.

Is expected to perform their duties in a variety of conditions, where exposures to extreme weather and other hazards can result in personal injury, illness, or death.

• Receives the public and answers questions; responds to inquiries from citizens and or refers, when necessary, to the appropriate person.
• Answers telephone and routes callers or provide information as required.
• Receives and distributes incoming mail, processes outgoing mail; maintains follow-ups. Composes, types and edits correspondence, reports and other written material requiring judgement as to content, accuracy, and completeness.
• Works with the Financial Officer to ensure accuracy of payroll, bills, and records.
• Maintains lists, charts, books, and other departmental reference materials for communication with staff.
• Assist with planning and hosting public events.
• Enter records into the records management system as required.
• When needed, to respond to the scene or Central Fire Station for large scale events to assist the command staff.

• Ability to work independently.
• Ability to take initiative and use sound judgement to solve problems and make recommendations.
• Ability to prioritize work.
• Ability to keep matters confidential.
• Ability to express ideas both in writing and orally.
• Ability to operate office equipment including computers and basic operating systems (Word, Excel, PowerPoint), telephones, fax machines, copy machines, etc.
• Ability to establish and maintain effective working relationships with employees, other agencies, and the public.
• Ability to have effective human relations skills necessary to deal effectively with the public and follow department chain of command.
• Applicants must be able to pass a full criminal and motor vehicle background check.

• Graduation from High School or GED equivalent.
• Specialized coursework or skills in general office practices such as typing, filing, and bookkeeping.