Fire Department Part-Time Administrative Assistant

An employee in this class performs a variety of administrative and office support functions for the Fire Department. Work includes supporting the Fire Chief and departmental staff; coordinating office operations; preparing correspondence, reports, forms, spreadsheets, and other documents; maintaining departmental, personnel, training, equipment, and other records; assisting with purchasing, invoices, budget tracking, timekeeping, and human resources functions in coordination with the city’s HR department; coordinating meetings, calendars, travel, and department activities; and providing customer service to employees, vendors, outside agencies, and the public. The employee may also assist with fire incident records, statistical reporting, public records requests, fire prevention and public education administrative functions, and special projects. Work requires attention to detail, discretion in handling confidential information, sound judgment within established policies and procedures, and professional representation of the department. Work is performed under the supervision of the Fire Chief. This is a part-time, hourly position and is non-exempt under the Fair Labor Standards Act.

Illustrative Examples of Work

Provides administrative and clerical support to the Fire Chief, Fire Department administration, and departmental personnel.

Receives visitors, answers and screens telephone calls, responds to routine questions and requests, takes messages, and directs citizens, vendors, and outside agencies to appropriate staff.

Prepares, formats, proofreads, and processes letters, memorandums, reports, forms, spreadsheets, presentations, meeting materials, and departmental correspondence.

Maintains electronic and paper departmental filing and records systems and assists with records retention, retrieval, transfer, and disposal.

Maintains confidential personnel and departmental records and assists with personnel forms, onboarding documentation, training, medical, and certification records as assigned.

Assists with employee timekeeping and payroll documentation, including time worked, leave, overtime, holiday time, and related records.

Prepares requisitions and purchase orders; processes invoices, receipts, reimbursements, and purchasing documentation; and maintains office supplies.

Assists the Fire Chief with budget expenditure tracking, routine financial reports, annual budget preparation, and grant documentation.

Schedules meetings and appointments; maintains calendars; prepares agendas and supporting materials; and prepares meeting minutes when assigned.

Coordinates registrations, travel, lodging, travel authorizations, and reimbursement documentation for departmental personnel.

Assists with fire incident records, data entry, statistical reporting, public records requests, and required local, state, or federal reports.

Assists with administrative functions related to fire prevention, inspections, public education, community events, and departmental programs.

Coordinates with other City departments, governmental agencies, fire service organizations, vendors, and the public on routine departmental matters.

Assists with departmental website, social media, public information, community notifications, and other communications consistent with City policies.

Provides administrative support during special events and emergencies.

Performs other related duties and special projects as assigned.

Considerable knowledge of modern office practices, procedures, records management, filing systems, and standard office equipment.

Knowledge of business English, spelling, grammar, punctuation, arithmetic, and basic report preparation.

Working knowledge of Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint, and ability to learn City and Fire Department software.

Working knowledge of basic purchasing, bookkeeping, payroll, budget tracking, and financial recordkeeping practices.

Ability to prepare and maintain accurate records, compile data, and prepare written and statistical reports.

Ability to organize work, establish priorities, manage multiple assignments, meet deadlines, and maintain accuracy with frequent interruptions.

Ability to understand and follow oral and written instructions, policies, procedures, laws, regulations, and established administrative practices.

Ability to exercise sound judgment, work independently with limited supervision, and make routine decisions within established policies.

Ability to maintain confidentiality and appropriately handle sensitive personnel, financial, operational, and public records information.

Ability to communicate effectively and provide professional, courteous customer service.

Ability to establish and maintain effective working relationships with City employees, Fire Department personnel and volunteers, officials, vendors, agencies, and the public.

Ability to learn Fire Department terminology, operations, policies, procedures, and records requirements.

Physical Requirements and Working Conditions

Work is generally sedentary and primarily performed in an indoor office environment. Work requires frequent sitting and computer use; repetitive hand, wrist, and finger movements; and occasional walking, standing, reaching, bending, and stooping. The employee may occasionally lift and carry office supplies, files, or equipment weighing up to approximately 20 pounds. Work may involve frequent interruptions, deadlines, telephone and public contact, and occasional meetings, training, special events, or emergency-related activities outside normal scheduled hours.

Must possess and maintain a valid driver’s license equivalent to a valid class C driver’s license recognized for operation in North Carolina. High school diploma or GED supplemented by vocational, technical, or college-level coursework in office administration, business administration, office technology, or a related field, and responsible administrative or clerical experience; or an equivalent combination of education and experience.

Special Requirements

Must successfully complete job-related City and Fire Department training, including applicable NIMS/ICS courses, within established timeframes.

Proficiency in Microsoft Office and experience with records management, purchasing, and payroll/timekeeping.

Preferred Qualifications

Experience in municipal government, fire service, public safety, or another public-service environment. 

Experience with financial software.

Inclement Weather/Emergency Response: Non-Essential

Safety Sensitive Position: No

FLSA Status: Non-Exempt

Disclaimer

This job description is intended to describe the general nature and level of work performed by employees assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Duties and responsibilities may be added, removed, or modified at any time based on organizational needs. The City reserves the right to assign or reassign duties as necessary.