ADMINISTRATIVE ASSISTANT TO FIRE CHIEF

La Marque, City of (TX); San Marcos (TX); On-site; USD 32,000 - 52,000; Full time

Job summary

City of La Marque is seeking an Administrative Assistant to support the Fire Chief, Fire Prevention Bureau, and department. The role involves handling routine to complex correspondence, reports, and records with minimal supervision, while ensuring HIPAA privacy and regulatory compliance.

You will maintain calendars, prepare payroll-related documents, manage invoices and budget tasks, and coordinate inspections and public records requests for the department.

Qualifications

• Associate’s Degree in Business Administration or related discipline required, supplemented by specific post secondary educational coursework in secretarial sciences or business practices, Bachelor’s Degree preferred.

Responsibilities

• Manages the Fire Chief’s calendar, correspondence, files, meetings, reports, and special projects.
• Prepares, reviews, and maintains departmental correspondence, reports, spreadsheets, records, and other administrative documents.
• Maintains confidential personnel, certification, training, incident, patient-care, billing, and departmental records in accordance with applicable retention, privacy, and records-management requirements.
• Assists with departmental payroll documentation, accounts payable, invoice processing, purchase orders, check requests, travel requests, purchasing documentation, and budget preparation and monitoring.
• Tracks employee licenses, certifications, training requirements, and required submissions to applicable local, state, and federal agencies.
• Receives and responds to inquiries, complaints, and requests from employees, citizens, vendors, and other agencies, referring complex or sensitive matters to the appropriate departmental official.
• Assists with Public Information Act requests and protects confidential or legally restricted information, including HIPAA-protected medical information.
• Coordinates schedules for inspections, plan reviews, certificate-of-occupancy inspections, public presentations, meetings, drills, and other departmental activities.
• Compiles departmental statistics and prepares daily, monthly, annual, and legally required reports.
• Prepares notices and correspondence regarding fire-code and ordinance violations as directed by authorized Fire Department personnel.
• Provides administrative support during emergencies and may perform assigned responsibilities within the Incident Command System.
• Maintains NIMS compliance at the levels established by the Fire Chief and completes required NIMS training.
• Provides backup administrative support and cross-departmental assistance when assigned.
• Performs other related duties and special projects as assigned.

Skills

Interpersonal skills

Problem solving

Written & oral communication

Organizational skills

Time management

Attention to detail

Flexibility for after-hours

Education

Associate degree in Business Administration

Bachelor’s degree preferred

Equivalent combination of education/experience

Job description

The Administrative Assistant is chargedwiththe responsibility to perform numerous multifaceted duties and functions in support of the Fire Chief, Fire Prevention Bureau and department without direct supervision. Incumbent relies on experience, judgment, relevant education, knowledge, skills, and abilities to accomplish the established goals and objectives.Work involves screening, prioritizing, and developing solutions to a variety of routine to highly complex inquiries, complaints, and problems from city staff, departmental personnel and the public.Duties include independentlycreating,processing,andmanagingroutineand complex correspondence, reports, vouchers, TCOLE files, financial records, patient medical, billing and/or collection records, and incident reports.Assists with preparation of the department budget.Position also involves interpretation of medical records and incident reports, billing inquiries, and open records requests. Must be knowledgeable in the Health InsurancePortabilityandAccountabilityAct(HIPAA).

• Manages the Fire Chief’s calendar, correspondence, files, meetings, reports, and special projects.
• Prepares, reviews, and maintains departmental correspondence, reports, spreadsheets, records, and other administrative documents.
• Maintains confidential personnel, certification, training, incident, patient-care, billing, and departmental records in accordance with applicable retention, privacy, and records-management requirements.
• Assists with departmental payroll documentation, accounts payable, invoice processing, purchase orders, check requests, travel requests, purchasing documentation, and budget preparation and monitoring.
• Tracks employee licenses, certifications, training requirements, and required submissions to applicable local, state, and federal agencies.
• Receives and responds to inquiries, complaints, and requests from employees, citizens, vendors, and other agencies, referring complex or sensitive matters to the appropriate departmental official.
• Assists with Public Information Act requests and protects confidential or legally restricted information, including HIPAA-protected medical information.
• Coordinates schedules for inspections, plan reviews, certificate-of-occupancy inspections, public presentations, meetings, drills, and other departmental activities.
• Compiles departmental statistics and prepares daily, monthly, annual, and legally required reports.
• Prepares notices and correspondence regarding fire-code and ordinance violations as directed by authorized Fire Department personnel.
• Provides administrative support during emergencies and may perform assigned responsibilities within the Incident Command System.
• Maintains NIMS compliance at the levels established by the Fire Chief and completes required NIMS training.
• Provides backup administrative support and cross-departmental assistance when assigned.
• Performs other related duties and special projects as assigned.

• Associate’s Degree in Business Administration or related discipline required, supplemented by specific post secondaryeducationalcourseworkinsecretarialsciences or business practices, Bachelor’s Degree preferred;
• 3to5 years of experience as freecharge Administrative Assistant, secretarial work and, work involving public contact; alternately;
• Any equivalent Combination Of Education,relatedtraining and experience which provides the required knowledge, skills and abilities {may be}considered in lieu of additional course work/education;
• Articulates With Excellent Interpersonal,problemsolving, decision making and communication skills, both written and oral;
• Excellent Organizational And Time Management skills;
• Ability To Address Multiple Projects And Tasks concurrently;
• Ability To Be Onecal l24/7ifnecessaryandworklonghours during emergencies;
• Embraces Honest And Ethical Behavior Among employees;
• Promotes Teamwork And A Customer Oriented Business philosophy;
• NIMS compliant at100a d700 within 30 days of employment;
• Valid Texas Class C driver license;
• Must be familiar with Public Information Act;

• Must haves Thorough Knowledge Of The Health Insurance Portability and Accountability Act (HIPAA); and,
• Ability to obtain Certifications Notary Public from the Texas Secretary of State’s Office within one year of entering the position.