CARES Administrative Assistant

Onboarding & Compliance

• Create and maintain status lists and files for students and staff.
• Manage student onboarding processes: interviews, applications, references, background checks and badging.
• Ensure compliance with required training (e.g., HIPAA, confidentiality agreements).
• Orient staff and student interns to city policies and systems.

Procurement, Logistics & System Management

• Support staff travel/training registration and reimbursement.
• Manage staff credit accounts and complete monthly reconciliations to ensure accurate and compliant financial records.
• Purchase and manage supplies for students and clients.
• Track and maintain vehicle-related supplies.
• Support and maintain the Bus Ticket Program.
• Manage CARES uniform inventory.
• Oversee timekeeping for admin CARES staff, including verifying hours, resolving discrepancies, and coordinating with payroll as needed.

Communication & Departmental Coordination

• Draft and edit professional correspondence, letters, memos, and reports.
• Coordinate and manage meeting logistics, including sending invitations and reserving meeting spaces.
• Educate department members on CARES initiatives.
• Prepare materials for fire events, quarterly meetings, and leadership or council visits.
• Support logistics for the CARES Division.

The ideal candidate has:

• Exceptional organizational and task-management skills that ensure program records, schedules, and workflows are well-structured and easy to navigate.
• A strong sense of discretion and professionalism, demonstrating sensitivity to confidential information and the needs of colleagues.
• Effective people and process coordination skills, with the ability to navigate competing priorities and escalate issues appropriately.
• Consistent dependability, demonstrating follow-through and timely completion of assigned tasks to support daily operations. 
• The ability to work effectively with people of diverse backgrounds, roles, and communication styles.

Education and Experience

• High school diploma or equivalent, and four (4) years of progressively responsible related work experience (preferred) 
• Or any equivalent combination of education, experience, and training that provides the required knowledge, skills and abilities.

Knowledge, Skills and Abilities

• Ability to communicate clearly and concisely, both verbally and in writing.
• Ability to effectively handle confidential, difficult and sensitive issues by using tact, and diplomacy.
• Ability to remain effective and focused in a fast-moving, sometimes unpredictable work environment.
• Excellent interpersonal skills including the ability to build and maintain effective team relationships with co-workers, department management, and other city staff.
• Ability to anticipate, analyze, diagnose, and problem solve.
• Effective organizational skills and task management techniques. Ability to manage time, multiple projects and priorities with minimal supervision.
• Must be proficient in modern office systems and technology including personal computers and related software (at a minimum MS Word, Excel, Outlook, TEAMS and similar programs) and common office equipment.

Physical Demands

• The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Work involves walking, talking, hearing, using hands to handle, feel or operate objects, tools, or controls, and reaching with hands and arms. Vision abilities required by this job include close vision and the ability to adjust focus.
• The employee may be required to push, pull, lift, and/or carry up to 20 pounds.
• The noise level in the work environment is usually moderately quiet. 

Hybrid Working: