Administrative Assistant

About Us:

The mission of the Fulton Fire Department is to aggressively protect and serve our community by delivering rapid emergency response, proactive fire prevention, and comprehensive safety education, while upholding the highest standards of professionalism, teamwork, and respect. The Fulton Fire Department, consisting of 24 career employees and three volunteer/part-time personnel, responds to all emergencies within the City of Fulton. We also have an auto aid agreement with the Central Callaway Fire Protection District and mutual aid agreements with other departments in Callaway County.

Further, the Fulton Fire Department provides service for vehicle accidents, hazardous materials, emergency medical services, and other such occurrences. The Fulton Fire Department takes pride in fire prevention activities throughout the city.

The Administrative Assistant is a key administrative role within the Fulton Fire Department, responsible for varied and complex office tasks that support emergency response operations, public safety programs, personnel management, and departmental communication. The position works under the general supervision of the Fire Chief and Assistant Fire Chief and provides oversight of both recurrent and project-based administrative initiatives.

• Company paid insurance (Medical, Dental & Vision)
• Paid time off (Vacation, Sick Leave, Family Leave)
• 15 Paid Holidays
• Voluntary Supplemental Insurance (Accident, Short-Term & Long-Term Disability)
• Free Legends Rec-Plex membership
• Overtime (as needed)
• Lagers retirement with employer match
• Nationwide retirement with employer match
• Discounts for local restaurants
• Plus, so much more...

• Customer Service
  • Provides front desk reception in person and by telephone for the Fulton Fire Department.
  • Greets visitors professionally and courteously, maintaining a calm and welcoming manner consistent with public safety service values.
  • Serves as the first point of contact for citizens, contractors, businesses, and partner agencies seeking fire department information or assistance. Accurately documents concerns, complaints, and inquiries; routes them appropriately; and ensures follow-up as needed.
  • Provides timely and accurate information on inspections, incident reports, permits, and fire department programs while maintaining proper confidentiality of sensitive or protected information.
• Professional Business Writing / Proofing / Editing
  • Types, transcribes, edits, and proofs letters, memos, reports, minutes, and other written material for Fire Administration.
  • Prepares agendas and meeting minutes for assigned committees, ensuring proper posting and distribution to internal and external systems.
  • Processes documents requiring signatures, following City and departmental routing procedures, in both paper and electronic formats.
  • Reviews and formats internal and external communications related to fire operations, inspections, community risk reduction, emergency response, and department administration.
• Fire Department Administrative Support
  • Updates Fire Department content on the social platforms, or coordinates with the City of Fulton Public Information Officer.
  • Monitors the department’s email, faxes, and incoming correspondence and ensures timely responses and distribution.
  • Processes department accounts payable/receivable and timekeeping through designated software. Reviews submissions for accuracy and ensures compliance with City purchasing and payroll policies.
  • Under direction of Fire Administration, enters the annual department budget, assists with budget requests and journal entries, monitors expenditures, and provides summary financial reports.
  • Creates and enters purchase plans and purchase orders in financial management systems.
  • Uses permitting and project tracking software to log, track, issue, and maintain permit applications, and related records.
  • Generates adhoc operational reports, charts, and data summaries from fire department systems and databases.
  • Maintains the department’s required MIRMA Safety and Document Box, ensuring all safety materials, compliance documentation, and required postings remain current, accurate, and properly organized.
• Records Management
  • Maintains organized paper and electronic filing systems for fire department operations, incident reports, personnel files, training records, inspection documentation, and NERIS data.
  • Updates retirees contact information and maintains historical personnel documentation.
  • Ensures…