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 timeframes 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 timeframes 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 distributes minutes as needed; reserves meeting rooms in advance for various meetings.

Oversees the maintenance of Town Hall meeting calendar; schedules meetings and reserves use of meeting rooms, including Council Chambers, Community Room, and Town Manager’s Conference Room; enters meeting data in computer; issues Outlook calendar invites for departmental meetings and public meetings to appropriate staff members.

Coordinates travel arrangements, flight reservations, accommodations, conference registrations, or other travel-related plans for Town Manager, Mayor, Town Council members, Police Chief, Fire Chief or other staff as required. Completes Travel Authorization and Travel Reimbursement forms and all documentation as required.

Performs customer service functions; answers telephone calls and greets visitors; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; provides information/assistance regarding Town services, activities, events, procedures, documentation, fees, or other issues; responds to questions/complaints, researches problems, and initiates problem resolution.

Oversees the monitoring of inventory of department supplies and forms; ensures availability of adequate materials to conduct work activities; initiates requests/orders for new or replacement supplies; conducts periodic inventory counts; maintains records of supply usage.

Processes payroll documentation; reviews timesheets for accuracy and completeness; makes applicable calculations and researches discrepancies; enters payroll data into computer for payroll processing; maintains attendance records.

Assists in preparing and/or monitoring budget for area of assignment; monitors status of expenditures in relation to available funds in budget accounts; prepares budget transfer forms.

Copies and distributes forms, reports, correspondence, and other related materials.

Processes incoming/outgoing mail; sorts, organizes, opens, and/or distributes incoming mail; signs for incoming mail/packages and delivers to appropriate personnel; prepares outgoing mail; assists with preparation of bulk mail-outs.

Performs records management functions; maintains file system of various files/records for the department/division; prepares and sets up files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files; purges, shreds, or destroys confidential or obsolete documents; conducts records maintenance or destruction activities in compliance with guidelines governing record retention.

Maintains current lists, forms, manuals, binders, catalogs, reference materials, and other resources.

Conducts research of department files, computer records, database files, manuals, Internet resources, or other resources as needed.

Types, composes, prepares, or completes various forms, reports, correspondence, logs, schedules, calendars, check requests, budget documents, meeting minutes, agendas, charts, spreadsheets, presentations, or other documents.

Receives various forms, reports, correspondence, time sheets, attendance records, invoices, budget reports, meeting minutes, policies, procedures, codes, manuals, directories, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.

Operates a computer to enter, retrieve, review or modify data; performs data entry functions by keying data into computer; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, desktop publishing, presentation, financial system, calendar, email, Internet, or other programs.

Performs basic maintenance of computer system and general office equipment, such as backing up data or replacing paper, ink, or toner; coordinates service/repair activities as needed.

Attends various meetings and serves on committees as needed.

Maintains confidentiality of departmental issues and documentation.

Communicates with Town officials, employees, other departments, vendors, contractors, consultants, local businesses, the public, community organizations, other municipalities, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.

Duties when assigned to the Police Department:

Provide administrative/ secretarial support for the Chief of Police and Command Staff

Performs administrative tasks to relieve Chief of Police and Command Staff of routine administrative work. 

Oversees the maintenance of Police Department meeting calendars; schedule meetings and reserves use of meeting room and Chief’s conference room

 Coordinates travel arrangements, flights reservations, accommodations, conference registrations, or other travel-related plans for the Chief of Police and the Command Staff. 

Duties when assigned to the Fire Department:

Proactively performs administrative tasks to relieve the Fire Chief and Command Staff of routine administrative work. 

Acts as a strategic force multiplier, managing the logistical and administrative support to the Fire Chief and Command Staff.

Serves as a trusted advisor to the Fire Chief and Command Staff by anticipating needs, proactively managing priorities, and preparing the Fire Chief and Command Staff for key engagements and initiatives. 

Serves as a strategic gatekeeper and facilitator, protecting the Fire Chief’s and Command Staff’s focus. 

Works within the Microsoft 365 ecosystem and oversees the maintenance of the Fire Department's meeting calendars, scheduling meetings, and reserving meeting rooms for use. Coordinates travel arrangements, flights reservations, accommodations, conference registrations, or other travel-related plans for the Fire Chief and the Command Staff. 

Manages the Fire Department’s approval of Town Council agenda items.

Expertly manages the flow of information between our department, Town leadership, and the community.

Coordinates, organizes, and attends off-site community meetings and public engagement events at various times of the day. 

Works closely with Community Relations and actively engages with community members to showcase the professionalism and community focus of our department.

Reports for duty, as assigned, in emergency situations.

ADDITIONAL FUNCTIONS

Provides assistance to other employees or departments as needed.

Performs other related duties as required.

High school diploma or GED.

Educational experience or training to include college level course work or vocational training in secretarial science,

bookkeeping, and personal computer operations.

Approximately three (3) years previous experience and/or training that includes secretarial work at an executive level, office

administration (preferably in a municipal environment), bookkeeping, record management, customer service, and personal computer operations.

A comparable amount of training, education, and experience which provides the requisite knowledge, skills, and 

abilities for this job may be considered as a substitute for the education and experience requirements. 

Must obtain certification as a Florida Notary Public within six (6) months of hire. 

A valid Florida driver’s license is required. For application purposes, a valid driver’s license from any state (equivalent to a State of Florida Class E) may be utilized, and the ability to obtain the State of Florida license within thirty (30) days from the date of employment is required.

PREFERRED QUALIFICATIONS

Must possess a working knowledge of Microsoft Office software, including Outlook, Word, Excel, PowerPoint and OneDrive.

Data Utilization:  Requires the ability to calculate and/or tabulate data. Includes performing subsequent actions in relation to these computational operations. 

Human Interaction:  Requires the ability to apply principles of persuasion and/or influence over others in coordinating activities of a project, program, or designated area of responsibility.

Equipment, Machinery, Tools, and Materials Utilization:  Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions. 

Verbal Aptitude:  Requires the ability to utilize a wide variety of reference, descriptive, advisory and/or design data and information.

Mathematical Aptitude:  Requires the ability to perform addition, subtraction, multiplication, and division.

Functional Reasoning:  Requires the ability to carry out instructions furnished in written, oral, or diagrammatic form.  Involves semi-routine standardized work with some latitude for independent judgment concerning choices of action.

Situational Reasoning:  Requires the ability to exercise judgment, decisiveness and creativity in situations involving the evaluation of information against sensory, judgmental, or subjective criteria, as opposed to that which is clearly measurable or verifiable.

ADA COMPLIANCE

Physical Ability:  Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station.

Sensory Requirements: Some tasks require the ability to perceive and discriminate sounds and visual cues or signals.   Some tasks require the ability to communicate orally.

Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.

The Town of Jupiter, Florida, is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the Town will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.