Senior Administrative Specialist POS

Join Cumberland County Emergency Services and contribute to a department dedicated to protecting the safety and well-being of our community through the Fire Marshal’s Office, 911 Communications, and Emergency Management.

This position provides essential technical, administrative, and office support to the Emergency Services Department. The employee prepares, reviews, and interprets data related to departmental programs and operations, ensuring information is accurate and processed in accordance with established policies and procedures. The position also provides confidential administrative and clerical support to supervisors and management, prepares Fire Marshal inspection invoices, and assists with entering employee timesheets for payroll processing.

This is an excellent opportunity for a detail-oriented professional who values accuracy, organization, and public service in a fast-paced emergency services environment.

• Processes vendor invoices for payment using assigned financial software and established departmental procedures
• Prepares and processes Fire Marshal inspection invoices accurately and promptly
• Prepares Alcoholic Beverage Control (ABC) application packets for vendor permits
• Compiles monthly water usage reports for fire stations and verifies information for accuracy
• Assists the supervisor with entering and reviewing employee timekeeping information for payroll processing
• Organizes and maintains departmental personnel records, timesheets, and other administrative files in accordance with applicable policies and confidentiality requirements
• Provides authorized individuals with access to files and documents while safeguarding confidential and sensitive information
• Answers incoming telephone calls, greets visitors, responds to general inquiries, and directs individuals to the appropriate unit or staff member
• Searches departmental files and computer databases to research information and respond accurately to authorized inquiries
• Assists with coordinating meetings and departmental events, including reserving rooms, arranging equipment and refreshments, and notifying participants
• Coordinates approved travel and lodging arrangements for departmental personnel
• Attends Local Emergency Planning Committee (LEPC) and Public Safety Task Force meetings to document proceedings and prepare and distribute accurate meeting minutes
• Drafts, types, formats, and maintains correspondence, reports, schedules, meeting materials, and other departmental documents
• Protects the confidentiality of personnel records, correspondence, reports, and other sensitive departmental information
• Assists with receiving, opening, date-stamping, sorting, and distributing mail from County departments, vendors, and outside agencies
• Prepares and processes outgoing correspondence, mail, and packages in accordance with established procedures

High school diploma or GED and two (2) year of experience in the assigned program area; or an equivalent combination of education and experience.

Necessary additional requirements:

Successful completion of Data Entry, Microsoft Word, Microsoft Excel, and Basic Math tests will be required. Candidates selected as qualified will be contacted via email by a Human Resource representative for testing.

• Knowledge of the department’s functions, programs, and purpose, with the ability to communicate its mission effectively to employees and the public
• Knowledge of the policies, procedures, and operational requirements of the assigned work area
• Knowledge of standard administrative procedures and professional business practices
• Knowledge of assigned County functions and how the position’s responsibilities support the department’s overall mission
• Skills in organizing work, managing priorities, and performing assigned…