Administrative Assistant - Fire Department

City of Cedarburg (WI); Cedarburg (WI); On-site; USD 38,000 - 56,000; Full time

Job summary

The City of Cedarburg seeks an Administrative Assistant for the Cedarburg Fire Department to provide clerical and administrative support to the Fire Chief and department staff, ensuring smooth operations under supervision.

Key duties include data entry and reporting (NERIS), training administration, membership management, data analysis in Excel, policy updates, public education events, front desk reception, payroll support, and confidentiality of sensitive information.

Qualifications

• High school diploma or GED required.
• Associates degree in Administrative Professional, Business Administration, Public Administration, or related field preferred.
• Working knowledge of office practices and procedures.
• Customer service experience.
• Records management experience.
• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint, Teams).
• Basic accounting experience.
• Municipal finance or Fire/EMS reporting systems preferred.

Responsibilities

• Data Entry & Reporting: review roll-call logs, audit and submit NERIS reports, coordinate with writers, contact Chiefs about incomplete reports.
• Training Administration: review training sheets, ensure accuracy, record training in Elite.
• Membership Management: enter new members, update records, communicate with City Hall.
• Data Analysis: extract and analyze data using Excel, prepare annual reports.
• Policies, Procedures, and General Orders: maintain and update departmental policies.
• Public Education & Community Support: assist with education programs and events.
• Administrative Duties: answer calls, provide front-desk reception, protect confidentiality, handle external inquiries, attend meetings, compile correspondence, update social media/website, support payroll, perform other duties as assigned by the Chief.

Skills

Customer service

Records management

Office practices

Education

High school diploma or GED

Associates degree in Administrative Professional, Business Administration, Public Administration, or related field

Tools

Microsoft Office

Excel

PowerPoint

Outlook

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