Administrative Assistant II - Fire

City of Saratoga Springs; Saratoga Resort (UT); Presencial; USD 30.000 - 42.000; Jornada completa

Descripción de la vacante

City of Saratoga Springs in Utah is seeking an administrative support specialist to help with reception duties, scheduling events, and keeping training records up to date. The role assists with compliance reporting and data entry for the fire & rescue department.

The position includes answering calls, greeting visitors, and supporting special projects while maintaining confidentiality and accuracy in records and communications.

Formación

• High School Diploma or GED equivalent.
• Four years of progressively responsible secretarial/administrative experience, preferably in a municipal setting.
• Valid Utah Driver License.

Responsabilidades

• Answer and route all incoming calls on the department's general line.
• Greet visitors and direct them to proper destinations.
• Provide general information about City functions and respond to routine inquiries.
• Assist with recordkeeping and confidential information.
• Enter training compliance data and track hours.
• Prepare monthly reports on training hours and man hours.
• Assist with special projects requiring research and data compilation.
• Attend training to stay updated on department issues.
• Perform other duties as assigned.

Conocimientos

Communication skills

Customer service

Multitasking

Attention to detail

Telephone etiquette

Educación

High School Diploma or GED

4 years of secretarial/administrative experience

Herramientas

Microsoft Office

Descripción del empleo

Job Description

This position performs general administrative duties helping in planning, scheduling events and tours, UFIRS (State Fire) and Polaris (State EMS) compliance. This position also serves as a receptionist by relaying information and responding to inquiries including answering and referring all incoming calls on the fire & rescue's general telephone lines, greeting visitors, providing them with general information and directions. This position performs routine office support functions, assists with tracking training, and assists in the organization and maintenance of the department's web-based training tools. Providing these services in an effective and efficient manner will ensure that fire & rescue files are correct and up to date.

Works under the specific direction of Fire Chief. All employees are also under the general supervision of the City Manager.

Job Responsibilities

• Use a multi-line telephone, answers and appropriately route all incoming calls on the department's general line
• Receive and greet visitors to the station and directs visitors to their proper destination
• In accordance with City policies, procedures and management direction, provides general information regarding City functions and responds to routine inquiries or complaints from customers and the public; and / or directs them to the proper officer
  • Deals with simple non-routine questions or situations referred by lower-level staff
• Refers sensitive and/or complex requests for information and other inquiries or complaints to appropriate staff
• Performs professional level office support functions, examples of which include
  • Sorting and distributing incoming mail and posting and delivering outgoing mail;
  • From rough notes, drafts, and brief oral instructions, typing and formatting labels, correspondence, reports and other documents;
  • Distributing copies of materials
• Assists with special projects and assignments requiring research, coordination, and compilation of data to provide groundwork for decision-making by higher authorities
• Assists in recordkeeping of confidential or sensitive information, including but not limited to timekeeping and personnel information
• Assists in processing GRAMA requests for records through the City Recorder
• Assist in cross-departmental communications and projects
• Enters training compliance data and tracking
• Assists in preparing monthly reports with respect to training hours and man hours in various fire related functions
• Assists personnel on issues that may arise regarding CEU's and their respective certifications
• Attend training(s) to keep up to date on all department issues
• Performs other duties as assigned

Qualifications

Education & Experience:

• A High School Diploma or GED equivalent
• Four (4) years of progressively responsible secretarial/administrative experience, preferably in a municipal setting

Special Qualifications & Certifications:

• A valid Utah Driver License

Knowledge, Skills and Abilities

• A general understanding of the department and a basic understanding of the City and its services to respond to inquiries, including basic knowledge about departmental or City processes, policies, and procedures
• Fire codes and natures
• EMS coding and natures
• Modern office practices and equipment including operating a computer terminal and other office equipment
• Basic knowledge of Microsoft Office programs and ability to learn other specialized software programs while typing accurately
• Communicate calmly and effectively both verbally and in writing
  • Receive and respond to public inquiries on the telephone, in writing, or in person
  • Must have great interpersonal communication skills, telephone etiquette, and public relations skills
  • Handle a volume of telephone calls with courtesy, speed, and accuracy
• Ability to maintain strict confidentiality related to sensitive information
• Proofread documents
• Read, interpret, apply and explain rules, regulations, policies, and procedures
• Establish and maintain cooperative and effective working relationships with elected and appointed officials, fellow City employees, and members of the public
• Ability to make and implement sound decisions and exercise good judgment
• Ability to follow policy and instructions
• Establish and maintain comprehensive records and files
• Attention to detail and high level of accuracy
• Very effective organizational skills
• Stress management skills
• Time management skills
• Work independently with general supervision
• Understand and carry out written and oral instructions

Working Conditions

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions-including but not limited to the job functions, qualifications, and competencies listed herein-of this job in the working conditions below. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. The physical demands and work environment include, but are not limited to, the following:

• Work involves walking, talking, hearing, using hands to handle, feel or operate objects, tools, or controls, and reaching with hands and arms
• Sit at a desk or table to operate a computer and related equipment and to type, read, proofread, interpret, and apply information obtained therefrom for sustained periods of time while maintaining efficiency, attention to detail, alertness, proficiency, and accuracy
• Work at a project for sustained periods of time while maintaining efficiency, attention to detail, alertness, proficiency, and accuracy
• Stoop and/or bend to move items into and between file drawers or boxes
• Regularly walk, stand, or stoop and periodically climb, balance, bend, stoop, kneel, crouch, and/or crawl
• Lift, carry, push, pull or move boxes weighing up to 30 pounds
• Lift, carry, push, pull, or move carts of items weighing up to 100 pounds
• The noise level in the work environment is usually moderately quiet while in the office
• This position requires the employee to be able to operate a car, pickup truck, van, or similarly situated motor vehicle

Compensation and Benefits

Wage Range:
Full wage range is as follows; please note hiring will normally occur at the minimum of the range and will not exceed the midpoint.

Minimum - $21.56/hr.
Midpoint - $25.88/hr.
Maximum - $30.19/hr.

Benefits:

This position does not receive benefits

Closing Date:

Open until filled, applications received before the first review on November 9th, 2026, will be reviewed on, or close to that date. Any applications received on November 10th, 2026, or after will be held; they will be reviewed if subsequent review(s) of applications are deemed necessary.

Saratoga Springs is an Equal Opportunity Employer.

This job description is intended to describe the general nature and level of work being performed by the position. This description is not intended to be an exhaustive list of duties, responsibilities, and skill required for the position.

• The City will provide reasonable accommodations as needed.

Pre-employment drug testing, proof of employment eligibility, and background check required.