Senior Office Assistant; EMS & Safety​/Health Divisions); Part-Time

The Coral Springs-Parkland Fire Department has a diverse work force who are dedicated to providing the highest level of professional service to our citizens, businesses and the visitors we serve. We are honored to be rated as an “ ISO Class 1” fire department by the Insurance Service Organization; the highest rating a fire department can attain for fire protection services in the United States.

We are so proud of this rating because it gives us a way to prove to our customers what we strive to achieve every day, which is total customer satisfaction. Our mission is to preserve life and property through emergency medical services, fire suppression, risk reduction, public education, and community partnerships.

For more information on our City and Fire Department, please visit the following sites:

City of Coral Springs Fire Department website:
Fire Department Website

Coral Springs Regional Institute of Public Safety website: CSRIPS Website

Under the general supervision of designated leadership for the EMS Division and Health & Safety Division, this position provides comprehensive administrative and operational support to both divisions of the Coral Springs Fire Department. Work includes coordinating calendars, meetings, correspondence, deadlines, and communication with department personnel, command staff, healthcare partners, occupational health providers, and community stakeholders; maintaining accurate and confidential records; supporting scheduling, reporting, purchasing, and program activities;

and tracking division-specific compliance requirements. The position assists with EMS licensing, supplies, education, and outreach, as well as Health & Safety initiatives involving occupational health, employee wellness, safety programs, and required documentation. The employee exercises good judgment, manages competing priorities across both divisions, and provides proactive, organized support to ensure efficient day-to-day operations.

• Manages calendars, meetings, appointments, requests, and deadlines for the EMS Division and Health & Safety Division leadership; screens, prioritizes, and routes calls, emails, and requests.
• Communicates professionally with department members, command staff, hospitals, occupational health providers, vendors, community partners, and the public on matters involving either division; coordinates follow-up and timely responses.
• Prepares agendas, meeting materials, and supporting documents; takes notes or minutes when requested and tracks action items, assignments, and deadlines from meetings.

• Enters and updates data in spreadsheets, tracking logs, databases, and department systems; formats charts, tables, and summaries; and verifies information for accuracy before submission.
• Schedules meetings, interviews, trainings, site visits, and appointments; coordinates room reservations, technology needs, and supplies; assists with travel arrangements, conference registrations, and reimbursement paperwork.
• Tracks deadlines for EMS licensing, reporting, budgets, grants, training, occupational health appointments, employee health and safety documentation, and required program reviews; provides reminders to appropriate division leadership.
• Maintains organized files, records, binders, digital folders, and shared drives; ensures documents are easy to locate and consistently updated.
• Assists with processing and organizing EMS licensing renewals, permits, inspection records, and Health & Safety program documentation as directed.
• Prepares correspondence, letters, memos, and official documents; helps leadership in both divisions prepare for meetings, conferences, inspections, and department events.
• Coordinates with Operations, Training, Fire Prevention, Administration, Finance, and external partners; assists with meetings involving hospitals, medical directors, public health agencies, occupational health providers, and safety partners.
• Protects confidential personnel, patient, occupational health, investigation, and operational information; maintains access-controlled records and follows applicable policies and privacy requirements.
• Takes initiative on routine assignments, identifies process gaps, and escalates urgent or sensitive matters to the appropriate EMS or Health & Safety Division leadership; balances priorities and completes assignments on time.
• Prepares routine reports and summaries for both divisions, including EMS supply summaries, project trackers, Health & Safety activity summaries, and budget and purchasing…