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Administrative Assistant

City of Elkhart
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Elkhart, IN, USA
May 13, 2026
Law Enforcement
CITY OF ELKHART – JOB DESCRIPTION
 
 
DEPARTMENT
 
Fire Department
POSITION
 
Administrative Assistant
DIVISION
 
Administrative
STATUS 
Full-time
CATEGORY 
Salaried, Up to $53,800
 
FLSA 
Non-exempt
REPORTS TO 
Fire Chief
 
DATE
2026
 
Work Schedule: Monday- Friday 8:00am to 5:00pm
 
JOB SUMMARY
The Administrative Assistant position coordinates the functions of the Administrative Office . This role is responsible for managing office functions, administrative systems, and financial processes, including purchasing, payroll support, accounts payable, records management, and internal communications. The position requires strong organizational judgment, discretion, and the ability to manage multiple priorities in a high-accountability environment.
 
PRINCIPAL DUTIES AND RESPONSIBILITIES
  • Confidential secretary to the Fire Chief and the Assistant Chiefs
  • Answers telephone and greets office visitors, providing information and assistance, taking messages, scheduling appointments or directing caller to appropriate individual or department.
  • Performs various clerical functions, including, but not limited to, distributing email, memos, faxes, and forms, performing data entry, typing documents, preparing various reports and correspondence, maintaining department files, maintaining office supplies inventory and contact lists, and maintaining inventory of rigs and stations. Transcribes dictation for Division Chiefs and investigators.
  • Performs various administrative duties, including maintaining Chief’s records, employee attendance records, tracking employee time off on paid leaves and FMLA leave, maintaining personnel files, maintaining personnel roster and seniority list, maintaining office policies and procedures, maintaining fire reports and accident reports, and maintaining ambulance records. Maintains call-in list for communications center.
  • Maintains insurance and medical records, including on-duty injuries, medical physicals for regular personnel and hazmat team members.
  • Performs various bookkeeping duties, including preparing payroll information, processing clothing allowance, holiday pay, hazard pay, and on-duty injuries, receiving billing information and creating claims, paying bills, and balancing books. Maintains petty cash drawer.
  • Supervises Administrative Assistant, including planning and delegating work assignments and special projects.
  • Schedules, plans and attends meetings and conferences, preparing agendas, assembling necessary materials, recording and transcribing minutes and distributing copies.
  • Receives citizen complaints and directs to proper department.
  • Schedules, plans, and attends meetings as required. Prepares meeting agendas and assembles meeting materials. Records, types, and distributes minutes, agendas, and materials for Executive Staff meetings and meetings with community leaders.
  • Attends training sessions as required. 
  • Performs related duties as assigned.
 
OTHER DUTIES AND RESPONSIBILITIES
 
  • Receives and screens all visitors and phone calls for the Chief and other supervisory officers in the absence of the receptionist.
  • Types and may compose variety of material, such as letters, forms, reports and questionnaires.
  • Implement procedural or administrative changes that are decided by the administration.
  • Keeps records for fire reports.
  • Transcribes dictation for all division heads and investigators.
  • Maintains chief’s records, all personnel records, and accident reports involving City property.
  • Maintains ambulance records.
  • Receives citizen complaints and directs questions to the proper department.
  • Assists in yearly budget preparation along with setting up new rank and pay schedules.
  • Maintains inventory of rigs, stations, and office supplies.
  • Maintains and balances petty cash drawer.
  • Provides bookkeeping for: payroll, clothing allowance, holiday pay, hazard pay and maintain those records.
  • Maintains records for all insurance and personnel updates, on duty injuries, medical physical’s for regular personnel and haz-mat team members, and all general medical records.
  • Maintains and distributes vacation lists, personnel roster, seniority list, home address and phone numbers, off duty list and work lists.
  • Maintain call in list for communications center.
  • Maintain internal department records.
  • Perform other related duties as required.
 
EDUCATION AND EXPERIENCE
  • High school diploma plus equivalent work experience.
  • Must have valid driver’s license.
  • Medical billing is a plus
  • Accounting experience is a plus
 
KNOWLEDGE, SKILLS,  AND ABILITIES
  • Skilled in written and oral communications.
  • Telephone skills, with ability to relate effectively and positively to the public.
  • Microsoft Office program knowledge and typing skills.
 
PHYSICAL, MENTAL, AND VISUAL SKILLS
  • Logical: thinking to solve problems
  • Ability to read, write, and verbally give or demonstrate work instructions.
  • Clarity of vision with or without correction
  • Ability to use arithmetic calculations involving fractions, decimals, and percentages.
 
WORKING CONDITIONS
Work conducted in a 40 plus hours per week standard office environment.
 
POST OFFER TESTING REQUIRED
  • The City of Elkhart is a Drug Free Workplace.  Therefore successfully passing a post offer drug screen is required (random drug testing may be conducted after employment).
  • Background checks producing acceptable BMV and criminal history reports required.
 
 
POLICY STATEMENT
 
  • The incumbent is required to possess the knowledge, skills, and abilities, and the physical, mental, and visual skills described in this job description to perform the principal duties, responsibilities and essential job functions.
  • This job description is intended to describe the general nature and level of work being performed by the incumbent.  Principal duties and responsibilities are intended to describe those functions that are essential to the performance of this job and “other” duties and responsibilities include those that are considered incidental or secondary to the overall purpose of this job.
  • This job description does not state or imply that the above are the only duties and responsibilities assigned to this position.  Employee holding this position will be required to perform any other job-related duties as requested by the Mayor.  All requirements are subject to possible modification to reasonably accommodate individuals with a disability.
         
 
 
 
 

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