Administrative Assistant II - Fire

City of Saratoga Springs; Saratoga Springs (UT); On-site; USD 30,000 - 42,000; Full time

Job summary

City of Saratoga Springs is seeking an Administrative Assistant to support the Fire Department. The role involves answering a multi‑line telephone, greeting visitors, relaying information, and directing inquiries to the appropriate officers.

You will perform routine office tasks, assist with training tracking, maintain confidential records, and help prepare monthly training and staffing reports under the Fire Chief and City Manager’s supervision.

Qualifications

• High School Diploma or GED required.
• Four years of progressively responsible secretarial/administrative experience preferred, municipal setting a plus.
• Strong knowledge of Microsoft Office and ability to learn other software.

Responsibilities

• Handle multiple phone lines, route calls, and greet visitors.
• Provide general information about City functions and respond to routine inquiries.
• Assist with sorting mail, drafting documents, and maintaining records.
• Assist with training tracking and maintenance of web-based tools.
• Prepare monthly reports on training hours and staff workload.
• Attend trainings to stay current on department issues.

Skills

Verbal communication

Written communication

Time management

Confidentiality

General office knowledge

Education

High School Diploma or GED

4 years secretarial/administrative experience

Tools

Microsoft Office

Job description

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

• 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

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.

• 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.

Disclaimer

The City reserves the right to reject any and all applicants, to waive any requirement set forth in this announcement, and to hire anyone as the City Manager or designee deems to be in the City's best interest, all subject to legal requirements. Any application in response to this Announcement is at the applicant's sole risk and expense. Although the City anticipates hiring one of the applicants responding to this announcement, there is no guaranty that any responding applicant will be hired.

Saratoga Springs is an Equal Opportunity Employer.

Suspension Of Process, Etc.

The City reserves the right to reject any and all applicants, to waive any requirement set forth in this announcement, and to hire anyone as the City Manager or designee deems to be in the City's best interest, all subject to legal requirements. Any application in response to this Announcement is at the applicant's sole risk and expense. Although the City anticipates hiring one of the applicants responding to this announcement, there is no guaranty that any responding applicant will be hired.

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.