Administrative Assistant - Fire Rescue

Purpose Summary

Plan, organize, coordinate, and perform a wide variety of complex and confidential administrative functions in support of the assigned department.

• Compose correspondence, reports, spreadsheets, requisitions, and documents for supervisor signature.
• Maintain accurate records and files; examine reports, responses, legislation, or other materials to determine required actions or additional information needed.
• Coordinate logistics for meetings and represent the department at meetings, as directed.
• Comply with all department and county policies and procedures.
• Assist with planning, coordinating, and supporting department-sponsored events, including scheduling, logistics, vendor communication, and on‑site support as needed.

• Prepare, analyze, and maintain the department budget.
• Serve as the point of contact on department budget matters.
• Review, examine, and analyze accounting records of the department or vendors to verify accuracy and identify discrepancies.
• Assist with timely processing of invoices for projects and services.
• Perform timekeeping responsibilities.

• Fulfill requests for office supplies, equipment, and materials.
• Develop written protocols to address operational issues such as cash handling, purchasing, and equipment repairs.

• Communicate and respond to inquiries in verbal and written form.
• Handle requests for information related to assigned responsibilities.

• Apply knowledge of county objectives and policies; prepare and file official records such as notices, minutes, agendas, resolutions, and ordinances for assigned meetings.
• Assist with coordinating department grant programs and serve as the point of contact for grant administration matters, if assigned.
• Route project agreements for signature, follow up with departments as needed, and confirm full execution of documents.

• Collect fire funding applications from Fire Districts for annual fire funding and EMS Funding Act programs, and collect annual service reports from Fire Districts, AMR, and NASA.
• Review applications for accuracy and completeness, notarize documents as required, and submit approved applications to the State Fire Marshal’s Office and the New Mexico EMS Bureau within established deadlines.
• Assist the Fire Chief or designee with preparation and submission of annual carryover requests and prepare required reports for the State Fire Marshal’s Office and the New Mexico EMS Bureau in support of annual expenditure audits.
• Support preparation and submission of Volunteer Firefighter annual reports, PERA qualification records, and new Volunteer PERA member applications.
• Process and track donations received for donors and fire stations.

Other duties as assigned.

High school diploma or equivalent.

Five (5) years of increasingly responsible administrative, accounting, budgeting, or support services experience. Bilingual (English/Spanish) preferred.

In accordance with County Policy.

Valid driver’s license. Must maintain a valid driver’s license and an acceptable driving record in accordance with County policy. Must obtain Notary certification within six (6) months of hire.

Must pass pre‑employment background check and driving record check. Must pass pre‑employment credit check.

• Office procedures and practices, administrative techniques and organizational skills.
• Filing and record keeping systems.
• Inventory control procedures.
• Principles and procedures of budget preparation, control, financial record keeping and reporting.

• Computer operation including word processing, spreadsheet and database programs.
• Must possess technical writing skills.

• Exercise independent judgment in various situations and determine appropriate action.
• Dr…