“Support Those Who Serve. Be Part of the Fire Department Team.”

The City of East Chicago is seeking a dependable, detail-oriented, and professional individual to serve as Secretary for the Fire Department. This position provides essential administrative, payroll, personnel, and clerical support to departmental leadership while assisting with the daily operations of the Fire Department.

Department: Fire Department
Employment Status: Full-Time
FLSA Classification: Non-Exempt
Reports To: Fire Chief or Designee
Salary: In accordance with the City's approved salary ordinance.

Primary Responsibilities

• Provide administrative and confidential secretarial support to the Fire Chief and departmental leadership.
• Prepare correspondence, reports, memoranda, and departmental documents.
• Maintain employee records, attendance, leave balances, Kelly days, and payroll documentation.
• Assist with personnel actions, onboarding documentation, and employee status changes in coordination with Human Resources.
• Prepare purchase requisitions, purchase order requests, invoices, and related financial documentation.
• Respond to telephone calls, public inquiries, complaints, and departmental correspondence.
• Maintain accurate electronic and physical records in accordance with City policies and applicable regulations.
• Support compliance with City procedures, confidentiality requirements, and Indiana State Board of Accounts (SBOA) internal controls.

Minimum Qualifications

Required:

• High school diploma or equivalent.
• Minimum of two (2) years of clerical, secretarial, administrative, or office-support experience.
• Proficiency in Microsoft Word, Excel, email, and standard office equipment.
• Strong organizational, communication, and recordkeeping skills.
• Ability to handle confidential information professionally and accurately.

Preferred:

• Associate degree or coursework in Business Administration, Office Administration, Accounting, or a related field.
• Experience in municipal government, public safety, payroll, or personnel administration.
• Familiarity with Tyler Technologies MUNIS and UKG/KRONOS systems.
• Bilingual communication skills.

Knowledge, Skills, and Abilities (KSAs)

• Knowledge: Office administration, payroll and timekeeping procedures, records management, confidentiality, and basic purchasing practices.
• Skills: Data entry, Microsoft Office applications, written and verbal communication, document preparation, and accurate recordkeeping.
• Abilities: Manage multiple priorities, maintain confidentiality, meet deadlines, exercise sound judgment, resolve routine administrative matters, and interact professionally with employees and the public.

Required Credentials and Training

• Ability to complete required City orientation and departmental training.
• Willingness to complete assigned training in payroll procedures, records retention, confidentiality, cybersecurity, and internal controls.
• Valid driver's license if required for assigned job duties.

This posting summarizes the position’s primary duties and qualifications. The complete job description is available on the City’s website, upon request, and during the interview process.

How to Apply

• All interested applicants must complete the City of East Chicago online employment application. Applicants are responsible for ensuring that the application contains complete, accurate, and current information regarding their education, employment history, qualifications, and contact information.
• Online applications are available on the City of East Chicago’s website at: https://www.eastchicago.com/Jobs 
• A résumé may be submitted as supplemental information; however, a résumé does not replace the required City employment application. Incomplete applications may not be considered.
• Only applicants who meet the position requirements and are selected for further consideration will be contacted regarding the next step in the hiring process.

Equal Employment Opportunity & Reasonable Accommodation

The City of East Chicago does not discriminate in its employment decisions based on race, color, religion, gender, age, genetic information, disability, national origin, ancestry, veteran status, or any other characteristic protected by law.