Perform administrative work including, but not limited to, departmental and financial records management, acting as a liaison between the department and the department’s accounting firm to ensure invoices receivable and payable are accurate, coded, approved, and submitted on time, mailings and correspondence, compiling reports, answering inquiries from the general public.

An employee in this class is responsible for maintaining sensitive and confidential information which is subject to federal and state compliance and ensures security, integrity, and confidentiality of data. Provides administrative support to the fire staff and Board of Directors. Utilizes electronic data management systems to maintain and account for invoices, disbursements, department, and personnel record keeping.

• Assist in managing and performing administrative tasks for the Department Staff and Board.
• Perform data entry and organize electronic departmental records, personnel files, and fire department documents.
• Compiles and prepares meeting agenda packets for Staff and Board meetings.
• Assists in the onboarding of new employees.
• Code, reconcile, and electronically file invoices per departmental budget, ensuring timely submission to the Department Accountant.
• Act as a liaison, ensuring effective communication between department staff and external customers, and vendors.
• Handle inquiries via phone, email, in-person, and schedule appointments, meetings, and events.
• Prepare reports, presentations, and supporting documentation for the Fire Staff and the Board as needed.

Qualifications

• High school diploma or equivalent; office administration courses preferred.

Experience

• Office environment experience; problem-solving; customer service; records management; technical computer skills; ability to multi-task.
• Notary certification or obtained within the first year of employment.

Operating in an office environment, this individual frequently uses office equipment such as a computer, printer devices, and computer programs for recordkeeping tasks. This position is subject to bending, kneeling, reaching, and lifting objects that weigh between 5 to 20 pounds. Sitting for periods in a usually quiet environment can become stressful when deadlines loom or department operations ramp up.