Temporary Executive Assistant

The Fire and Emergency Services Department is seeking a motivated, highly organized temporary Executive Assistant to provide short‑term support to department leadership. This temporary assignment plays a key role in maintaining continuity of operations and supporting executive functions.

Full time, Monday through Friday from 7:00 a.m. to 4:00 p.m.

• United Staffing Associates

• Provides direct executive‑level administrative support to the Fire Chief and Command Staff, including managing complex calendars, coordinating meetings, handling sensitive correspondence, maintaining confidential records, and facilitating interdepartmental coordination.
• Provides advanced administrative, financial, and programmatic support to all fire department divisions, including Administration, Community Risk Reduction, Training, and Operations.
• Conducts research on administrative or operational issues and process improvements; analyzes findings and develops recommendations for action.
• Prepares agendas, staff reports, correspondence, and memoranda from drafts, notes, or verbal instructions; assists with processing and updating departmental policies and procedures.
• Assists with budget preparation and monitoring; analyzes the fire department budget; prepares detailed budget reports, forecasts, and financial analyses for the Fire Chief and Command Staff; monitors expenditures and revenues; and supports short and long‑term fiscal planning.
• Conducts and oversees all fire department billing, revenue tracking, and cost recovery functions, including invoicing, monitoring receivables, reconciling accounts, and coordinating with the finance department and external agencies.
• Serves as a primary point of contact for the public, City staff, regulatory agencies, and external organizations; responds to inquiries regarding departmental operations and services, provides professional, accurate, and timely information related to fire prevention, inspections, permits, training programs, emergency medical services, and departmental operations.
• Serves as a liaison with City departments, regulatory agencies, partner organizations, vendors, and community groups, exercising sound judgment and professionalism.
• Coordinates, organizes, and facilitates departmental projects, meetings, trainings, conferences, seminars, and events; makes travel arrangements and coordinates work between divisions and other City departments.
• Processes and distributes incoming and outgoing mail.
• Organizes, maintains, and manages administrative and confidential records and files, including supporting public records requests in accordance with records retention requirements and City policies.
• Researches pricing, quality, and availability of materials, supplies, and equipment; analyzes information; makes recommendations; and maintains inventory and related records.
• Coordinates or assists with special projects as assigned.

• Proficiency in Microsoft Excel, Outlook, Word, and Publisher; experience with advanced graphics or document design software is desirable.
• Department operations, budgeting principles, public‑sector billing, and municipal administrative practices.
• Basic supervisory principles and practices.
• Applicable laws, codes, regulations, policies, agreements, and procedures related to City and Fire and Emergency Services Department operations.
• Departmental and City administrative processes, record‑keeping requirements, and reporting standards.
• Safe work practices and applicable safety regulations.
• Business letter writing and techniques for preparing agendas, reports, correspondence, and other professional written materials.
• Computer systems and standard office equipment, including job‑related hardware and software applications.
• Proper English usage, grammar, punctuation, and spelling.
• Principles and practices of providing a high level of customer service to the public and City staff, both in person and by telephone.

• Perform advanced-level and responsible office administrative work requiring the use of independent judgment, tact, discretion, and confidentiality.
• Organize work, initiate and coordinate projects, set priorities, meet…