Program Assistant - Fire Dept

The City of Moorhead is accepting applications for a Program Assistant in the Fire Department. This skilled administrative support position performs basic/intermediate work performing research, handling and processing confidential information and materials, preparing reports and documents, maintaining records and files, ensuring compliance with department policies and procedures, City ordinances and regulations, and related work as required.

$25.13 to $26.13 ($52,286 - $54,369) | Full Range goes to $35.40/hr ($73,640)

Monday-Friday 8:00am - 4:30pm. Flexible.

Employees receive a raise (step increase) on their anniversary date each year. Plus this position also receives a 6% Cost of Living Adjustment (COLA) increase in January 2027 per the Union contract.

• Greets public; responds to various inquiries; redirects as necessary to appropriate personnel for additional services.
• Creates and maintains department systems, files and records in accordance with proper retention schedules and procedures; maintains administrative control of fire records.
• Performs administrative duties in support of Fire Department personnel including scheduling, purchase order/check request/time sheet/expense report processing, entering and processing invoices, applications and government reports.
• Assists with budget preparation and maintenance; generates reports as requested.
• Creates databases and enters department data on the computer.
• Maintains and generates accurate computer inquires and reports.
• Composes, types, edits, and distributes various correspondence including meeting minutes, reports, resolutions, memoranda, and other material independently and in accordance with procedures.
• Provides confidential and administrative support services including transcribing confidential reports and statements; responding to data requests as directed.
• Purchases office supplies and equipment; maintains inventory; maintains purchase orders and requisitions.
• Researches and creates the annual Fire and Rescue report and state required semi-annual and annual Haz-mat reports.
• Schedules and coordinates arrangements for meetings, appointments and travel.
• Maintains contact with outside vendors.
• May perform other department-specific administrative duties as assigned including assistance with various projects and programs.
• Performs other duties as requested.
• Attendance at off-site courses/trainings/seminars may be required.

• High school diploma or GED
• One year experience in an office setting performing administrative duties, or related field

The Program Assistant must have thorough knowledge of standard office practices, procedures, equipment and office assistance techniques; thorough knowledge of business English, spelling and arithmetic; thorough knowledge of the organization and functions of the department and administrative policies and practices, including confidential policies; ability to keep office records and to prepare accurate reports from file sources; ability to perform and organize work independently;

ability to prepare effective correspondence on matters and to perform office management details without referral to supervisor; ability to operate standard office equipment and applicable software packages; ability to communicate effectively, both orally and in writing; ability to establish and maintain effective working relationships with associates and the general public.

The Program Assistant requires the occasional exertion of up to 10 pounds of force; work regularly requires sitting, using hands to finger, handle or feel and reaching with hands and arms, frequently requires walking, speaking or hearing and repetitive motions and occasionally requires standing; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word;

hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data, operating machines and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).

• Positive, friendly and team-oriented culture
• Comprehensive benefits and pay
• Flexibility to support work-life balance
• On-going training and career development
• Ability to make a difference in our community
• And, so much more

The City of Moorhead is an equal opportunity employer and a proud employer located in the metropolitan region of Fargo-Moorhead.