Position Summary Under general supervision, performs a variety of administrative, clerical, and office support functions for the Fire Department. This position provides administrative assistance to department leadership, supports daily office operations, maintains records, and serves as a point of contact for employees, partner agencies, and the public. Work requires the application of established policies, procedures, and administrative practices, with the exercise of independent judgment within defined guidelines. Essential Duties and Responsibilities Administrative Support.

 Provide administrative and clerical support to the department staff, and Administrative Assistant  Prepare correspondence, reports, forms, memoranda, and departmental documents  Maintain calendars, schedule meetings, and coordinates logistics for internal programs  Answer phones, respond to inquiries, and provide information to the public and staff  Provides billing for wildland fire deployments  Coordinates efforts with the City Planning and County Building Departments for Code Enforcement Records Management  Maintain accurate departmental records including personnel files, training records, certifications, and operational documentation  Organize and retain records in accordance with city and state retention requirements  Assist with preparation and tracking of reports required by local, state, and federal agencies Personnel & Payroll Support  Assist with employee onboarding documentation and tracking  Maintain staffing rosters, leave records, and timesheets as assigned  Coordinate with county HR and payroll departments  Assist with recruitment postings, application processing, and interview coordination Financial & Purchasing Support  Assist with purchase orders, invoices, and expense documentation  Track budget expenditures and maintain supporting documentation  Coordinate with finance staff regarding payments, reimbursements, and accounts Board & Meeting Support  Prepare agendas, packets, and supporting documentation for board or committee meetings when assigned  Record and transcribe meeting minutes when assigned  Maintain official records of board actions and resolutions when assigned General Office Operations  Maintain office files, databases, and electronic records  Order office supplies and coordinate administrative equipment needs  Assist with department correspondence, mail, and document distribution  Perform special projects and related duties as assigned Minimum Qualifications  High school diploma or GED  Two (2) years of clerical or administrative support experience  Proficiency in standard office software including word processing, spreadsheets, and email systems  Ability to maintain confidentiality and handle sensitive information Preferred Qualifications  Experience in a county, municipal, or special district environment  Experience supporting public safety, fire, or emergency services departments  Familiarity with government records retention requirements  Associate’s degree in business administration, public administration, or related field Knowledge, Skills, and Abilities  Knowledge of modern office practices and procedures  Skill in professional written and verbal communication  Ability to organize work, set priorities, and meet deadlines  Ability to interpret and apply policies and procedures  Ability to establish and maintain effective working relationships  Ability to work independently with minimal supervision

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Fire Department Deputy Administrative Assistant