Administrative Assistant - Fire Department

City of Cedarburg, WI; Cedarburg (WI); On-site; USD 25,000 - 36,000; Part time

Benefits offered by this job

Partial health and dental insurance

Wisconsin Retirement System eligible

Job summary

The City of Cedarburg, WI seeks an Administrative Assistant for the Cedarburg Fire Department to provide essential clerical and administrative support to the Fire Chief and department personnel. The role includes data entry, reporting, training administration, member management, data analysis, and public education tasks.

Responsibilities include file review, reporting, scheduling, payroll support, front-desk duties, confidentiality, and interaction with City Hall and external agencies.

Qualifications

• High school diploma or GED required.
• Associates degree preferred in Administrative Professional, Business Administration, Public Administration, or related field.
• Proficient with Microsoft Word, Excel, Outlook; familiarity with PowerPoint and Teams.
• Experience with records management and general office procedures.
• Customer service experience is preferred.

Responsibilities

• Review roll-call logbook for calls and member sign-ins and address accuracy issues.
• Audit and submit all NERIS reports upon completion.
• Coordinate corrections with report writers and verify updated submissions.
• Contact Chiefs regarding incomplete or outstanding reports.
• Review submitted training sheets for accuracy, content, and documented times.
• Follow up on missing or late training reports.
• Enter all training records into Elite.
• Enter new member information into Elite.
• Update member records including promotions, demotions, name changes, status changes, certifications, committee appointments, address changes, email updates, etc., and communicate required information with City Hall.
• Extract, analyze, and compile data as needed, using Microsoft Excel, pivot tables, and other programs/means.
• Become familiar with Department software and programs.
• Prepare and complete the Fire Department’s annual report each year.
• Maintain and update all department policies, procedures, and general orders.
• Support public education programming and outreach.
• Assist with various public relation and education events.
• Answer phone calls, take messages, and transfer calls as needed.
• Provide front desk reception by greeting and assisting visitors upon arrival.
• Safeguard confidentiality of information involving personnel or other issues within the Fire Department and other city agencies.
• Manage incoming requests for assistance from other county, city, and State or Federal agencies.
• Manage business and public inquiries and provide a department response within 24 hours.
• Attend meetings as directed.
• Compile correspondence for the Fire Department (agenda items, letters, memos, and reports).
• Update department social media and website with departmental information and public safety.
• Support payroll processing.
• Perform additional duties assigned by the Chief.

Skills

Customer service

Communication

Records management

Education

High school diploma or GED

Associates degree in Administrative Professional

Associates degree in Business Administration

Associates degree in Public Administration

Associates degree in related field

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

PowerPoint

Microsoft Teams

Job description

The City of Cedarburg is seeking an administrative assistant for the Cedarburg Fire Department where you'll play an essential role in supporting our team and ensuring smooth operations. This position, under general supervision, provides clerical and administrative support to the Fire Chief and fire department personnel.

Data Entry & Reporting (NERIS)

• Review roll-call logbook for calls and member sign-ins and address accuracy issues.
• Audit and submit all NERIS reports upon completion.
• Coordinate corrections with report writers and verify updated submissions.
• Contact Chiefs regarding incomplete or outstanding reports.

Training Administration

• Review submitted training sheets for accuracy, content, and documented times.
• Follow up on missing or late training reports.
• Enter all training records into Elite.

Membership Management

• Enter new member information into Elite.
• Update member records including promotions, demotions, name changes, status changes, certifications, committee appointments, address changes, email updates, etc., and communicate required information with City Hall.

Data Analysis

• Extract, analyze, and compile data as needed, using Microsoft Excel, pivot tables, and other programs/means
• Become familiar with Department software and programs
• Prepare and complete the Fire Department’s annual report each year

Policies, Procedures, and General Orders

• Maintain and update all department policies, procedures, and general orders.

Public Education & Community Support

• Support public education programming and outreach
• Assist with various public relation and education events

Administrative Duties

• Answer phone calls, take messages, and transfer calls as needed.
• Provide front desk reception by greeting and assisting visitors upon arrival.
• Responsible for safeguarding the confidentiality of information involving personnel or other issues within the Fire Department and other city agencies.
• Manage incoming requests for assistance from other county, city, and State or Federal agencies.
• Manage business and public inquiries and provide a department response within 24 hours.
• Attend meetings as directed
• Compile correspondence for the Fire Department to include but not limited to agenda items, letters, memos, and reports as instructed.
• Update department social media and website with departmental information and public safety.
• Support payroll processing.
• Perform additional duties assigned by the Chief.

Minimum Education

• High school diploma or GED

Preferred Education

• Associates degree in:
• Administrative Professional
• Business Administration
• Public Administration
• or related field

Required Experience

• Working knowledge of office practices and procedures
• Customer service experience
• Records management
• Proficient in Microsoft Office suite (Word, Excel, Outlook, PowerPoint, Teams)
• Basic accounting

Preferred Experience

• Municipal finance
• Fire/EMS reporting systems

Part time employees working over 1,560 per year are eligible for health and dental insurance at 50% of the premium. They are eligible for hours of accumulation for sick leave and vacation pay based on total hours worked in the previous calendar year. Also eligible for Wisconsin Retriement System (WRS) if expected to work over 1,200 hours in 12 consecutive months.