Fire & Emergency Services Administrative Assistant

Minimum Requirements

• High school diploma or equivalent.
  
• At least 2-4 years of administrative experience, preferably in a public safety, emergency services, or related field.
  
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook) and other relevant software.
  
• Strong organizational skills with the ability to manage multiple tasks and projects simultaneously.
  
• Excellent verbal and written communication skills to professionally handle correspondence and documentation.
  
• High attention to detail and accuracy in record-keeping and report preparation.
  
• Ability to successfully pass contract medical requirements and maintain compliance for the duration of deployment.
  

Administrative Support

• Provide direct administrative assistance to the Fire Chief, EMC, and Fire Marshal.
  
• Manage calendars, schedule meetings, and organize appointments.
  
• Prepare agendas, reports, and materials needed for departmental activities.
  
• Coordinate and handle internal and external communications, including emails, memos, and other correspondence.
  
• Maintain files, records, and correspondence related to fire safety, emergency management programs, and Fire Marshal activities.
  
• Ensure compliance with applicable laws and regulations through proper documentation.
  
• Regularly update records and retrieve information as needed by leadership.
  
• Schedule, organize, and coordinate meetings for the Fire Chief, EMC, and Fire Marshal.
  
• Prepare meeting materials, record minutes, and track follow-up actions to ensure timely completion.
  

Correspondence and Communication

• Handle routine correspondence, emails, and phone calls professionally.
  
• Ensure prompt responses to inquiries, routing requests to the appropriate personnel as required.
  
• Communicate and disseminate information to internal and external stakeholders.
  

Budget and Procurement Support

• Assist in tracking department budgets and expenditures.
  
• Support the procurement of supplies and equipment for the Fire Department and emergency management programs.
  
• Process invoices, receipts, and other financial documentation in compliance with procedures.