Executive Assistant Public Safety

GENERAL DESCRIPTION:

This is a responsible and confidential administrative position providing high-level executive, administrative, and operational support to the Fire Chief and senior command staff of Highlands County Fire Rescue. The Executive Assistant performs a wide range of complex clerical, administrative, and coordination duties requiring discretion, independent judgment, and a thorough understanding of departmental operations, policies, and procedures. Work is performed with considerable autonomy and involves frequent interaction with the public, internal and external agencies.

ESSENTIAL JOB FUNCTIONS:

The following statements describe the principal functions of the job and its scope of responsibility but should not be considered an all-inclusive list of work requirements.  Individuals may perform other duties as assigned.

• Serves as the primary administrative support to the Public Safety Department, managing schedules, calendars, meetings, travel arrangements, and priorities.
• Prepares, reviews, and edits correspondence, memoranda, reports, presentations, and other documents requiring accuracy, professionalism, and confidentiality.
• Coordinates preparation and distribution of agenda items, backup materials, and presentations for Board of County Commissioners meetings and other official meetings.
• Maintains records in compliance with County policies, public records laws, and applicable regulations.
• Screens calls, emails, and visitors; responds independently when appropriate and routes matters requiring executive attention.
• Tracks assignments, deadlines, and follow-up items for executive staff to ensure timely completion.
• Assists with budget-related administrative tasks, purchase requisitions, contract documentation, and invoice tracking as assigned.
• Coordinates departmental projects, special initiatives, and interdepartmental communications.
• Maintains filing systems, both electronic and hard copy, ensuring records are accurate, current, and readily accessible.
• Provides administrative support during emergencies, disasters, or activation of the Emergency Operations Center (EOC), as required.
• Ensures compliance with County policies, Fire Rescue procedures, and applicable state and federal regulations.
• Responds productively to change and performs all other related tasks as directed.

KNOWLEDGE, SKILLS AND ABILITIES:

• Thorough knowledge of modern office practices, procedures, and equipment.
• Knowledge of governmental organization, functions, and administrative processes.
• Ability to handle sensitive and confidential matters with discretion and professionalism.
• Ability to plan, organize, and prioritize multiple tasks with minimal supervision.
• Strong written and verbal communication skills, including the ability to prepare clear and concise reports and correspondence.
• Proficiency in Microsoft Office applications and other County-approved software systems.
• Ability to quickly learn new computer programs and policy changes as needed.
• Ability to establish and maintain effective working relationships with County departments, employees, external agencies, and the public.
• Ability to interpret and apply policies, procedures, and regulations.
• Skill in problem-solving, attention to detail, and time management.
• Ability to work in a fast paced, dynamic office environment.

PHYSICAL SKILLS:

Must be able to remain in a stationary position for 50% of the time.  Must be able to frequently position self to reach files and other office items located on low shelves or the floor.  Must be able to inspect and assess daily email and postal mail correspondence. Frequently communicates with the public, vendors, co-workers, managers, directors, Administration, and the Board of County Commissioners.  Must be able to exchange accurate information in these situations.  Frequently operates various types of office equipment to include, but not limited to a computer and copy machine.  Occasionally ascends/descends stairs.  Rarely moves materials and office equipment weighing up to 25 lbs.  Constantly works in an indoor environment.  Rarely works in inclement outdoor weather conditions. Rarely operates motor vehicle for up to four (4) hours continuously or intermittently.  

MINIMUM QUALIFICATIONS:

EDUCATION AND EXPERIENCE:

•MINIMUM QUALIFICATIONS
• High school diploma or GED required.  Five (5) years of progressively responsible administrative or executive support experience, preferably in a governmental, public safety, or emergency services environment.  Any equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities may be considered.

LICENSES, CERTIFICATIONS, OR REGISTRATIONS:

Must possess and maintain a valid Florida Driver License. 
Shall be required to obtain Incident Command System (ICS) and National Incident Management System (NIMS) certifications.

OTHER JOB-RELATED REQUIREMENTS:

        Disaster Essential.

THE HIGHLANDS COUNTY BOARD OF COUNTY COMMISSIONERS
Does not Discriminate on the basis of age, race, sex, religious belief, color, national origin, disability/handicap, gender, gender identity, sexual orientation, genetics or any other legally protected group/class. We are proud to be a drug free workplace. Screening tests for illegal drug use may be required as a condition of employment