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
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
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

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

Fire & Emergency Services Administrative Assistant

Key skills