Administrative Secretary - Fire

City of Lancaster; Lancaster (TX); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Health care

Paid holidays

Vacation time

Sick leave

Retirement

Tuition reimbursement

Job summary

The City of Lancaster is seeking an Administrative Secretary under the Fire Chief to manage heavy public contact and a fast-paced environment. The role emphasizes accuracy, organization, and timely clerical support within the Fire Department.

Responsibilities include payroll preparation, personnel information management, filing systems, and coordinating clerical staff to maintain efficient workflows and records retention.

Qualifications

• Analyzes and organizes office operations and procedures such as bookkeeping, preparation of payrolls, personnel, information management, filing systems, requisition of supplies, and other clerical services.
• Maximizes office productivity through proficient use of appropriate software applications.
• Researches and develops resources that create timely and efficient workflow.
• Establishes uniform correspondence procedures and style practices.
• Formulates procedures for systematic retention, protection, retrieval, transfer, and disposal of records.
• Reviews clerical and personnel records to ensure completeness, accuracy, and timeliness.
• Prepares activities reports for guidance of management.
• Coordinates activities of various clerical workers within department.

Responsibilities

• Analyzes and organizes office operations and procedures such as bookkeeping, preparation of payrolls, personnel, information management, filing systems, requisition of supplies, and other clerical services.
• Maximizes office productivity through proficient use of appropriate software applications.
• Researches and develops resources that create timely and efficient workflow.
• Establishes uniform correspondence procedures and style practices.
• Formulates procedures for systematic retention, protection, retrieval, transfer, and disposal of records.
• Reviews clerical and personnel records to ensure completeness, accuracy, and timeliness.
• Prepares activities reports for guidance of management.
• Coordinates activities of various clerical workers within department.

Skills

Office administration

Payroll processing

Information management

Filing systems

Clerical support

Public contact

Tools

Microsoft Word

Excel

Adobe Acrobat

Job description

Summary

Under the direction of the Fire Chief the Administrative Secretary completes assignments as provided, has heavy public contact via phone calls, counter assistance, and written correspondence. This position requires the ability to work in a fast paced environment with many interruptions.

Summary

Under the direction of the Fire Chief the Administrative Secretary completes assignments as provided, has heavy public contact via phone calls, counter assistance, and written correspondence. This position requires the ability to work in a fast paced environment with many interruptions.

Essential Duties And Responsibilities

• Analyzes and organizes office operations and procedures such as bookkeeping, preparation of payrolls, personnel, information management, filing systems, requisition of supplies, and other clerical services.
• Maximizes office productivity through proficient use of appropriate software applications.
• Researches and develops resources that create timely and efficient workflow.
• Establishes uniform correspondence procedures and style practices.
• Formulates procedures for systematic retention, protection, retrieval, transfer, and disposal of records.
• Reviews clerical and personnel records to ensure completeness, accuracy, and timeliness.
• Prepares activities reports for guidance of management.
• Coordinates activities of various clerical workers within department.

Essential Duties And Responsibilities

Essential duties and responsibilities include the following. Other duties may be assigned.

• Analyzes and organizes office operations and procedures such as bookkeeping, preparation of payrolls, personnel, information management, filing systems, requisition of supplies, and other clerical services.
• Maximizes office productivity through proficient use of appropriate software applications.
• Researches and develops resources that create timely and efficient workflow.
• Establishes uniform correspondence procedures and style practices.
• Formulates procedures for systematic retention, protection, retrieval, transfer, and disposal of records.
• Reviews clerical and personnel records to ensure completeness, accuracy, and timeliness.
• Prepares activities reports for guidance of management.
• Coordinates activities of various clerical workers within department.

Supervisory Responsibilities

• This job has no supervisory responsibilities.

Certificates, Licenses, Registrations

A valid Class C driver's license with a clean driving record is required for this position.

Driving is a requirement of this position.

Benefits

• The City of Lancaster offer a complete benefits packeage to full-time employees which includes: health care; paid holidays, vacation time, sick leave, retirement, longevity, tuition reimbersemet and more.

To learn more details, vist our benefits page.

01

How many years of professional administrative, clerical, office support, or closely related experience do you have?

• No experience
• Less than 1 year
• 1 to less than 2 years
• 2 to less than 4 years
• 4 or more years

02

This position may have access to confidential personnel, applicant, testing, and departmental information. Which statement best describes your experience handling sensitive or confidential information?

• I do not have experience handling confidential or sensitive information.
• I have limited experience with confidential information but understand its importance and would be comfortable receiving training and following established procedures.
• I have some experience handling confidential information and am comfortable following established privacy and records procedures.
• I regularly handle confidential or sensitive information and understand the importance of limiting access, maintaining discretion, and following established procedures.

03

Fire Department recruitment and testing processes may involve coordinating information for a large number of applicants, sometimes 150 or more at one time. Which statement best describes your experience managing high-volume administrative processes?

• I do not have experience managing high-volume administrative processes.
• I have limited high-volume experience but am highly organized and comfortable learning the process.
• I have helped coordinate high-volume processes and am comfortable managing multiple records, deadlines, and communications with some guidance.
• I have independently coordinated high-volume processes involving large numbers of applicants, customers, records, registrations, or participants.

04

When you have multiple deadlines, interruptions, phone calls, visitors, and requests occurring at the same time, how do you typically manage your workload?

• I have difficulty working effectively when priorities or assignments change frequently.
• I prefer a more structured workload but can adjust when priorities change and am willing to improve my organizational methods.
• I am generally organized and can manage competing priorities, although I may occasionally need guidance when several urgent items occur at once.
• I independently prioritize tasks based on urgency, deadlines, and importance while using calendars, tracking systems, lists, or other organizational tools.

05

This position has frequent contact with applicants, employees, residents, and members of the public by phone, email, and in person. Which statement best describes your customer service experience?

• I prefer a position with minimal public or customer interaction.
• I have limited direct customer service experience but am comfortable communicating professionally and willing to learn.
• I have customer service experience and am comfortable assisting the public, although I may seek guidance with more difficult situations.
• I regularly provide professional customer service in person, by phone, and electronically, including handling difficult or sensitive situations.

06

Which statement best describes your experience with Microsoft Word, Excel, Adobe Acrobat, and similar office software?

• I have little or no experience with these programs.
• I have basic experience and am comfortable learning additional functions as needed.
• I have working knowledge of these programs and can complete most routine tasks independently but may need assistance with advanced features.
• I am proficient and regularly use these programs independently to prepare documents, spreadsheets, reports, forms, and electronic records.
• Required Question