Executive Assistant - Fire Rescue

The purpose of this classification is to perform administrative/secretarial work at an executive level in support of the Town Manager, Police Chief, Fire Chief, or other Town officials when assigned to the Town Managers Office, Police Department, or the Fire Department.

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Provides administrative/secretarial support for the Town Manager, Police Chief, Fire Chief or other executive-level officials; processes a variety of documentation associated with department/division operations within designated time frames and per established procedures.

Supervises, directs, and evaluates assigned staff, processing employee concerns and problems, directing work, counseling, disciplining, and completing employee performance appraisals; conducts interviews and makes hiring recommendations.

Performs administrative tasks to relieve Town Manager, Mayor, Town Council members, Police Chief, Fire Chief or other officials of routine administrative work; brings various matters, messages, documentation, and information to attention of the Town Manager, Mayor, Police Chief, Fire Chief or other official as appropriate; monitors/tracks status of pending matters.

Acts as liaison with other departments, other municipalities, professional individuals/groups, and the public in matters pertaining to Town programs or operations; conveys information among other Town, department, or division personnel.

Performs office management functions; oversees processing of department documentation within designated time frames and per established procedures; informs staff of relevant procedural changes;coordinates daily work activities; organizes, prioritizes, and assigns work; monitors status of work in progress and inspects completed work.

Types, composes, edits, and/or proofreads various documentation; records and transcribes dictation, meeting proceedings, or other information; maintains confidential files.

Screens telephone calls, mail, e-mail messages, and other communications, and initiates appropriate action/response; makes return telephone calls or responds to communications as requested; distributes mail to other staff members as appropriate; relays messages for Town Council members to their pre-programmed office extension.

Maintains calendars and schedules meetings, appointments, interviews, workshops, or other activities; reviews daily/weekly schedules with Town Manager, Police Chief, or Fire Chief; maintains tickler file of meeting notices and daily reminders; provides Town Manager, Police Chief, or Fire Chief with appropriate backup documentation for scheduled appointments/meetings.

Coordinates review/approval by Town Manager, Police Chief, or Fire Chief of all material to be distributed to Mayor or Town Council; makes copies and distributes various materials to Mayor, City Council, Town Clerk, Town Attorney, and/or other staff members as appropriate.

Coordinates arrangements for various meetings, such as Town Council meetings, board/commission meetings, committee meetings, staff meetings, conferences, workshops, or other activities; reserves use of rooms; obtains/receives agenda items; prepares/distributes agendas and meeting packets; notifies meeting participants of meeting dates/times; coordinates food/beverages, equipment, supplies, and room setup; sets up recorder to record meeting proceedings as required; verifies operation of recorders, microphones, and all other AV equipment;

attends meetings; maintains attendance records; records, transcribes and…