Senior Office Assistant (EMS & Safety/Health Divisions) (Part-Time)

Posting number: 202602004

Department: FIRE DEPARTMENT

Division: FIRE ADMINISTRATION

Job classification: Office Assistant - Senior (Part-time)

Posting type: Open

Categories: Administration, Administrative Assistant, Clerical & Data Entry, Public Safety, Fire & EMS, EMS, Office and Administrative Support

Summary

The Coral Springs-Parkland Fire Department has a diverse work force who are dedicated to providing the highest level of professional service to our citizens, businesses and the visitors we serve. We are honored to be rated as an “ ISO Class 1” fire department by the Insurance Service Organization; the highest rating a fire department can attain for fire protection services in the United States. We are so proud of this rating because it gives us a way to prove to our customers what we strive to achieve every day, which is total customer satisfaction. Our mission is to preserve life and property through emergency medical services, fire suppression, risk reduction, public education, and community partnerships.

For more information on our City and Fire Department, please visit the following sites:

City of Coral Springs Fire Department website: Fire Department Website

Coral Springs Regional Institute of Public Safety website: CSRIPS Website

Examples of duties

Under the general supervision of designated leadership for the EMS Division and Health & Safety Division, this position provides comprehensive administrative and operational support to both divisions of the Coral Springs Fire Department. Work includes coordinating calendars, meetings, correspondence, deadlines, and communication with department personnel, command staff, healthcare partners, occupational health providers, and community stakeholders; maintaining accurate and confidential records; supporting scheduling, reporting, purchasing, and program activities; and tracking division-specific compliance requirements. The position assists with EMS licensing, supplies, education, and outreach, as well as Health & Safety initiatives involving occupational health, employee wellness, safety programs, and required documentation. The employee exercises good judgment, manages competing priorities across both divisions, and provides proactive, organized support to ensure efficient day-to-day operations.

• Manages calendars, meetings, appointments, requests, and deadlines for the EMS Division and Health & Safety Division leadership; screens, prioritizes, and routes calls, emails, and requests.
• Communicates professionally with department members, command staff, hospitals, occupational health providers, vendors, community partners, and the public on matters involving either division; coordinates follow-up and timely responses.
• Prepares agendas, meeting materials, and supporting documents; takes notes or minutes when requested and tracks action items, assignments, and deadlines from meetings.

• Enters and updates data in spreadsheets, tracking logs, databases, and department systems; formats charts, tables, and summaries; and verifies information for accuracy before submission.
• Schedules meetings, interviews, trainings, site visits, and appointments; coordinates room reservations, technology needs, and supplies; assists with travel arrangements, conference registrations, and reimbursement paperwork.
• Tracks deadlines for EMS licensing, reporting, budgets, grants, training, occupational health appointments, employee health and safety documentation, and required program reviews; provides reminders to appropriate division leadership.
• Maintains organized files, records, binders, digital folders, and shared drives; ensures documents are easy to locate and consistently updated.
• Assists with processing and organizing EMS licensing renewals, permits, inspection records, and Health & Safety program documentation as directed.
• Prepares correspondence, letters, memos, and official documents; helps leadership in both divisions prepare for meetings, conferences, inspections, and department events.
• Coordinates with Operations, Training, Fire Prevention, Administration, Finance, and external partners; assists with meetings involving hospitals, medical directors, public health agencies, occupational health providers, and safety partners.
• Protects confidential personnel, patient, occupational health, investigation, and operational information; maintains access-controlled records and follows applicable policies and privacy requirements.
• Takes initiative on routine assignments, identifies process gaps, and escalates urgent or sensitive matters to the appropriate EMS or Health & Safety Division leadership; balances priorities and completes assignments on time.
• Prepares routine reports and summaries for both divisions, including EMS supply summaries, project trackers, Health & Safety activity summaries, and budget and purchasing documentation.
• Orders and tracks EMS and Health & Safety supplies and materials; maintains inventories and assists with EMS recognition, public education, employee safety, and wellness events.
• Coordinates administrative scheduling and documentation for employee occupational health activities, including physical examinations, medical surveillance appointments, and follow-up requirements, as directed; does not make medical or fitness-for-duty determinations.
• Maintains and updates Health & Safety tracking logs for program participation, required training, safety communications, and follow-up actions, consistent with department policy and confidentiality requirements.
• Assists with organizing safety committee meetings, preparing agendas and minutes, documenting action items, and tracking completion of assigned corrective actions.
• Assists with the administrative intake, organization, and routing of accident, injury, exposure, and near-miss documentation to authorized staff; supports follow-up tracking without conducting investigations or making clinical determinations.
• Coordinates logistics for employee wellness initiatives, safety education, preventative health activities, and related department events, including scheduling, materials, notifications, and attendance records.
• Compiles requested Health & Safety program reports, inspection and audit support materials, and records for leadership review; identifies missing documentation and follows up with appropriate personnel.
• Uses email, calendars, word processing, spreadsheets, presentation software, shared drives, and department systems; maintains tracking logs, forms, and templates; supports virtual meetings and presentations for both divisions.

Qualifications

Associate’s Degree in Business Administration, Public Administration, or a related field; supplemented by four (4) years of progressively responsible administrative support experience; or an equivalent combination of education, training, and experience.

Experience within a public safety or municipal environment preferred.

Supplemental information

Work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as office or meeting and training rooms, e.g., use of safe workplace practices with office equipment, avoidance of trips and falls, and observance of fire and building safety regulations, and traffic signals when driving.

Knowledge, Skills and Abilities

• Knowledge of EMS and Health & Safety division operations, administrative procedures, recordkeeping practices, and compliance requirements applicable to a public safety environment.
• Ability to manage calendars, correspondence, confidential files, and administrative records for both divisions; track multiple deadlines and recurring responsibilities; and accurately maintain records and reports.
• Ability to interpret, apply and explain rules, regulations, policies and procedures.
• Skill in operating standard office equipment and software applications.
• Skill in providing customer service and responding to staff inquiries in a professional manner.
• Must demonstrate behaviors that support the City's Mission, Vision and Core Values. The VISION is to be the premier community in which to live, work, and raise a family. The City's MISSION is to provide an innovative, sustainable, high-performing organization that strives to make decisions and measure progress based on economic, social, and environmental factors improving the quality of life for the residents, businesses, and visitors of the diverse community we serve. The CORE VALUES include Teamwork, Respect, Accountability, Innovation, Leadership, and Superior Service.
• Required conduct is to be ethical and fair while representing the City. Must be responsible to adhere to all workplace policies that support ethical business practices and standards of conduct including, but not limited to, polices on Gifts, Conflict of Employment, Discipline, Drug Free Workplace, Employment of Relatives, Formal Grievances, Anti-Harassment, Posting of Job Vacancies, Equal Employment Opportunity, Political Activity, and Recruitment and Selection.

• Ability to establish and maintain effective working relationships with the general public, coworkers, elected and appointed officials, and members of diverse cultural and linguistic backgrounds, regardless of race, color, religion, age, gender, ethnicity, disability, sexual orientation, marital status or political affiliation.
• This is a designated "Recovery" classification in the City's Emergency Operations Plan and will require the employee occupying this position to work for declared emergencies. Completion of appropriate level of National Incident Management System (NIMS) training is mandatory within one year of employment.

Physical Requirements 
The work is sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.

Additional Information 
The Coral Springs-Parkland Fire Department is firmly committed to offering an equitable, drug-free work environment. We do not discriminate in any employment-related decisions on the basis of race, color, religion, national origin, sex, age, disability or other similar factors that are not job-related. This commitment is practiced in all aspects of our personnel policies, programs, practices, recruitment, examination, appointment, training, promotion, retention, and other related activities. When requested, the Coral Springs-Parkland Fire Department will make reasonable accommodations for individuals with disabilities. Please contact the Human Resources Unit at 954-346-1392 if special assistance is needed.