Administrative Assistant - Fire

Gfoat; Baytown, Northern (TX, KY); Hybrid; USD 36,000 - 54,000; Full time

Job summary

The Administrative Assistant is located at the Fire Training Field and performs administrative duties to support the Fire Department’s overall mission. This role coordinates trainings for City use and partner agencies, using office skills to manage customer service, records, data entry, and reports.

Key duties include scheduling meetings, monitoring the Planning Section budget, maintaining monthly activity files, coordinating classrooms, instructors, facilities, and equipment for training, and

Qualifications

• High School Diploma or GED; three years general office experience.
• Valid driver's license with acceptable driving record.
• Advanced skills in Microsoft Office.
• Preferred: Excel proficiency and bilingual English/Spanish.

Responsibilities

• Screen calls, schedule meetings and manage calendars for Planning Section.
• Coordinate meetings at the EOC and assist Emergency Management.
• Monitor Planning Section budget and produce reports.
• Maintain monthly activity files and training records.
• Provide back-up coverage for other Administrative Support roles.

Skills

Office admin

Attention to detail

Communication

Customer service

Bilingual EN/SP

Education

High School Diploma or GED

Tools

Microsoft Office

Excel

Job description

Be an essential part of the Baytown Fire Department team by providing the organization, communication, and administrative support that keeps our mission moving forward. This position is ideal for a detail-oriented, resourceful professional who enjoys working with people, managing information, and using a variety of technology and office skills to solve problems and get things done. If you’re looking for a meaningful opportunity to make a difference while supporting the dedicated professionals who serve our community, we encourage you to apply!

The Administrative Assistant is located at the Fire Training Field and performs administrative duties to support the Fire Department’s overall mission. This individual coordinates the trainings at the Fire Training Field for City use as well as partnering agencies. This role uses office skills to handle: customer service/communications (internal and external), file organization and management, computer skills including data entry, word processing, spreadsheets, data bases, and presentation software, mathematical computation, report and letter preparation, and decision making within scope of position.

• Performs administrative support duties for the Fire Department Planning Section. Assist the Assistant Chief by screening calls, scheduling meetings/travel, and maintaining calendars; processing purchase orders, travel/training & expense forms.
• Performs administrative support duties for the Emergency Management Division. Assists the Emergency Management Coordinator with coordinating/scheduling meetings at the EOC.
• Responsible for monitoring the Planning Section budget and providing reports.
• Responsible for processing and maintaining Planning Section monthly activity files and reports.
• Provides back-up coverage for other Administrative Support positions as needed.
• Maintains professional working relationships with fire department personnel, city personnel, instructors, partner agencies, and members of the public.
• Coordinates and maintain the training calendar for classroom, hands-on, and other training activities conducted at the fire training field.
• Communicates upcoming training requirements and deadlines to appropriate personnel and supervisors.
• Schedules classrooms, instructors, training facilities, equipment, and other resources required for training.
• Maintains accurate and up-to-date electronic and/or paper records of all training conducted at the facility.
• Monitors training expiration dates and upcoming renewal requirements.
• Generates reports identifying completed, pending, overdue, and upcoming training requirements.
• Assists with maintaining an organized and professional training environment.
• Assists Administrative Support positions with Fire Administration tasks as needed.
• Performs all other related duties as assigned.

Required:

• High School Diploma of equivalent (GED)
• Three years general office experience.
• Valid driver’s license with an acceptable driving record (must obtain TX driver’s license within 90 days).
• Advanced computer processing skills in Microsoft Office.

OR

• An equivalent combination of education, experience, certification and/or licenses sufficient to successfully perform the essential functions of the job.

Preferred:

• Proficient in Excel
• Bilingual in English/Spanish
• Experience with invoicing and budget management

Ability to multi-task, establish priorities, work independently, and maintain organization. Work requires continual attention to detail in entering, composing, typing and proofing data and materials. Knowledge of business machine operations, computers and related software, and accounting/billing processes. Must have high level of interpersonal skills to handle sensitive and confidential situations with both internal and external customers. Position continually requires demonstrated poise, tact, and diplomacy. Ability to get along appropriately with co-workers and the public.

Here at the City of Baytown, in recruiting for our team, we welcome the unique contributions that you bring. We strive to provide a workplace where differences are honored, with a workforce that reflects the diversity of the people we serve.

Attendance is an essentialfunction of this position. The City reserves the right to require an employee in this position to work overtime. This position provides services or performs duties for the benefit of the general public during emergency situations. These may include services or duties different from those performed in the usual course and scope of your job. In the event of an evacuation, the incumbent in this position may be required to remain to perform needed services.

Overall Position Strength Demands

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.

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