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.