Description

Are you an organized, detail-oriented professional who enjoys supporting others and keeping things running smoothly? The City of Highland Village is seeking a dependable, motivated Administrative Assistant to join our Fire Department!

Our Fire Department plays an important role in keeping the Highland Village community safe, and we're looking for someone who takes pride in providing excellent administrative support, staying organized, and helping our firefighters and emergency personnel succeed.

About the Role

As the Fire Department Administrative Assistant, you'll play an important role in supporting the Fire Chief, Assistant Fire Chief, and daily operations of the Fire Department. From coordinating schedules and maintaining records to assisting with budgets, special events, and public communications, you'll help ensure the department operates efficiently and effectively.

This position offers a variety of responsibilities and the opportunity to work closely with Fire Department personnel, City staff, and the community.

Key Responsibilities

• Provide administrative support to the Fire Chief and Assistant Fire Chief, including preparing correspondence, reports, and departmental documents.

• Manage department calendars, coordinate appointments and events, maintain personnel schedules, and assist with payroll documentation.

• Maintain accurate personnel records, training certifications, continuing education documentation, and other departmental records.

• Assist with departmental budgeting, purchasing, expense tracking, and reconciliation of purchasing cards.

• Respond to public inquiries, assist visitors, and process open records requests in accordance with applicable laws.

• Coordinate department events, fire station tours, public education activities, and employee recognition programs.

• Prepare social media announcements, website updates, newsletters, and other departmental communications.

• Review fire incident reports, maintain statistical data, and assist with required reporting and compliance.

• Support the administration of departmental software systems and assist with maintaining accurate operational records.

Qualifications

• High school diploma or GED.

• Three (3) years of progressively responsible administrative support experience, preferably in a municipal or public safety environment, or an equivalent combination of education, training, and experience.

• Valid state driver's license.

• Strong organizational, communication, interpersonal, and customer service skills.

• Ability to manage multiple priorities, maintain accurate records, and handle confidential information professionally.

• Proficiency in Microsoft Office; advanced Excel skills and/or knowledge of basic accounting practices preferred.

• Experience using social media platforms such as Facebook and Instagram.

• Ability to exercise sound judgment, work independently, and communicate effectively with City staff and the public.