ADMINISTRATIVE ASSISTANT - FIRE DEPT

City-of-Batavia; Batavia (IL); On-site; USD 63,000 - 87,000; Full time

Benefits offered by this job

Paid Time Off

Health Insurance

IMRF Pension

Tuition Reimbursement

Annual Awards & Events

Job summary

The City of Batavia's Fire Department is seeking an Administrative Assistant to perform essential administrative and secretarial duties. This on-site role reports to Fire Station #1 and operates Monday through Friday, 8:00 AM – 5:00 PM, providing frontline support to the department and public inquiries.

The ideal candidate is organized, discreet, and customer-service oriented, with strong Microsoft Office skills and accurate typing.

Qualifications

• Graduation from high school with business/secretarial coursework or equivalent experience.
• Strong Microsoft Office skills and the ability to type accurately at speed.
• Ability to handle confidential information and interact with the public tactfully.

Responsibilities

• Receives and screens calls and visitors; directs routine matters to the appropriate authority.
• Relieves department head of routine details; checks reports for accuracy and policy conformance.
• Prepares correspondence, reports, newsletters, and notices for bids and hearings; drafts FOIA responses.
• Schedules meetings, manages mail, and handles department records and records requests.

Skills

Microsoft Office Suite

Typing

Confidentiality

Verbal Communication

Public Interaction

Education

High School Diploma

Tools

Microsoft Word

Excel

Job description

Are you organized, dependable, and ready to be part of a team that serves the community? The Fire Department is looking for a detail-oriented Administrative Assistant to help keep operations running smoothly and support the dedicated personnel who respond when our community needs them most.If you thrive in a fast-paced environment, enjoy helping others, can work independently, and take pride in accuracy, confidentiality, and exceptional customer service, we want to hear from you!Application Deadline: This position is scheduled to close on September 4, 2026. However, the City reserves the right to close the posting early if a sufficient number of applications are received or if 200 or more completed applications are received, whichever occurs first. Interested candidates are encouraged to apply early, as the position may close before the posted deadline.POSITION SUMMARYThis is responsible administrative and secretarial work serving as secretary for a department or division and involving the performance of delegated administrative duties. Work involves performing diverse administrative, secretarial, and support activities. Work often involves extensive public contact and requires effective coordination with other City departments and agencies. Work requires the exercise of considerable judgment, initiative, and discretion based on knowledge of departmental policies and procedures. Incumbents perform general duties with a minimum of supervision. Work is performed under the direct supervision of the division or department director.This position is a full-time on-site position reporting to the City of Batavia's Fire Station #1. The work schedule for this position is Monday to Friday 8:00AM-5:00PM.Hiring Range: $30.22–$35.49 per hour ($62,877–$73,832 annually), DOQFull Salary Range: $30.22–$41.68 per hour ($62,877–$86,697 annually)This position is classified as Pay Grade 7 under the City of Batavia’s Wage and Salary Ordinance. This is a non-union, non-exempt position with excellent benefits.The City of Batavia offers a competitive benefit package that includes:Paid Time Off (PTO): Generous vacation days, sick leave, and personal day.Comprehensive Health Insurance: BCBSIL PPO & HMO Medical, dental, and vision coverage.Life Insurance equal to your annual salary paid by the City.IMRF pension with an employer contribution.Tuition Reimbursement: Support for further education.Milestone Reward ProgramAnnual Employee Awards and Appreciation Event.Annual Employee PicnicAnnual Holiday PartyWellness EventsInclusive and Diverse Workplace: Commitment to diversity, equity, and inclusion.And much more!For more information check out the City of Batavia Human Resources site under the Employee Benefits Summary tab.ESSENTIAL DUTIES & RESPONSIBILITIESReceives and screens telephone calls and visitors; responds to inquiries and complaints; handles routine matters and directs unusual matters to superior or to appropriate authority.Relieves a department head of routine administrative and office management details; checks reports, memos, and other written communications for accuracy and conformance to policies and procedures.Assists in the preparation of, or prepares correspondence, special reports, surveys, requests for information, correspondence, news releases, newspaper ads and legal notices for bids and hearings, newsletters, and other materials.Using a computer and appropriate software, types correspondence, reports, and other department documentation; transcribes material; composes and types letters, memos, and notices for signature of superior.Checks time and work sheets submitted by department personnel for accuracy and completeness; monitors sick leave, injuries, and other personnel data.Schedules appointments and meetings; sorts and delivers department mail; operates a variety of office equipment, including personal computers, calculators, typewriters, fax machines, and copiers.Prepares agendas for meetings; takes and transcribes minutes for meetings; responds to Freedom of Information requests.Processes applications for a particular department’s services which may include fire reports, ambulance reports, special event permits, and various licenses; schedules public education events; answers basic code inquiries.Processes information and maintains records on a variety of departmental activities.Maintains effective relationships with other City departments; sends and receives requests for information and other matters on behalf of departmental management staff.Processes bills and prepares purchase orders for department; orders supplies for department.Tracks budget activity to assist in preparation of annual budget.Act as recording secretary to a City Board or Commission, as necessary.Provides coverage for other clerical employees in order to secure adequate staffing for the City.Performs other duties as assigned.MINIMUM QUALIFICATIONS – EDUCATION & EXPERIENCEGraduation from high school (or GED) with advanced course work in business or secretarial science including the use of a computer in an office setting; experience in secretarial work; some previous experience within the scope of responsibilities of a particular City Department desirable but not required; or any equivalent combination of training and experience.MINIMUM QUALIFICATIONS - KNOWLEDGE, SKILLS & ABILITIESConsiderable knowledge of Microsoft Office Suite, office procedures and practices.Knowledge of and ability to perform arithmetic calculations quickly and accurately.Ability to deal with the general public tactfully and courteously and to establish and maintain effective working relationships with other employees, public officials and the general public.Ability to effectively communicate verbally, in person, over the phone, and the ability to compose and prepare effective correspondence in writing.Ability to type accurately at a high rate of speed, and to type correspondence from transcribed dictation or notes.Ability to make independent decisions in accordance with established policies and proceduresAbility to learn and use specialized language and technical terms unique to the department of assignmentAbility to maintain strict confidentiality of all employee information, patient records, incident details, and other sensitive information and disclose such information only to authorized individuals.PHYSICAL DEMANDS/WORKING CONDITIONSThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Work is performed mostly in an office setting; hand-eye coordination is necessary to operate computers and various pieces of office equipment.While performing the duties of this job, the employee frequently is required to sit and talk or hear; use hands and fingers to handle, feel or operate objects, tools, or controls; reach with hands and arms; climb or balance; stoop, kneel or crouch. The employee is occasionally required to walk, and lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.The City of Batavia is committed to compliance with the American Disabilities Act and is an Equal Opportunity Employer. Diversity and inclusion are critical to our success.Applications will be reviewed after the posting has closed. Selected candidates will be invited to an in-person interview. If selected to move forward, the candidate will be subject to reference checks, background and/or credit checks, fingerprinting, polygraph, and medical or other examinations, as required. This represents the City’s general hiring process; specific steps may vary depending on the position.