Administrative Specialist Fire Department

City of Prescott; Prescott (AZ); Sur place; USD 38 000 - 58 000; Plein temps

Résumé du poste

The City of Prescott is seeking an Administrative Specialist to provide comprehensive administrative and clerical support to the Fire Department, with primary support to the Community Risk Management division. The role may involve public engagement, events, and educational programs, plus social media oversight in line with city standards.

Successful candidates will handle reception, records management, reporting, and project support, while maintaining confidentiality, accuracy, and teamwork in a

Qualifications

• Provide administrative and clerical support to the Fire Department.
• Assist with coordination of public education programs and events.
• Maintain accurate records and generate routine reports.
• Handle inquiries with confidentiality and professionalism.

Responsabilités

• Answer public inquiries and direct visitors.
• Support CRM division and other departmental tasks.
• Coordinate ride-alongs and community engagement activities.
• Assist with grant writing, records, and reporting.
• Prepare documents, spreadsheets, and correspondence for the department.
• Organize schedules, calendars, and travel arrangements.
• Manage office supplies and files; support payroll and purchasing.

Connaissances

Customer service

Communication

Microsoft Office

Records management

Attention to detail

Description du poste

Position Summary

The City of Prescott is seeking an Administrative Specialist to provide comprehensive administrative and clerical support to the Fire Department. The position may provide customer-facing reception, information dissemination, and a variety of administrative services, with primary support assigned to the Community Risk Management (CRM) division. The position may also be assigned projects and provide support across other department divisions as operational needs arise. The role may provide specialized support for community engagement, public education, and outreach initiatives, including educational classes, community events, facility tours, and related programs. Responsibilities may also include coordinating ride-along programs for the public, students, and partner agencies; assisting with department ceremonies and special projects; and assisting with social media content in alignment with City communication standards. Fire Department Administrative Specialists work collaboratively with all department administrative staff to provide consistent support and maintain efficient daily operations. This role requires confidentiality, accuracy, initiative, sound judgment, strong teamwork, and a commitment to excellent customer service. This position has no supervisory responsibilities. Under general direction, the incumbent is expected to exercise sound judgment within established guidelines while carrying out assigned duties.

Essential Duties

• May serve as first point of contact for the public: greet/direct visitors, answer, screen, and direct incoming calls; check voicemail; respond to general inquiries; gather essential information; take complaints; and refer matters for resolution.
• May provide administrative support for public education programs, CPR programs, community events, station tours, and other assigned programs.
• May coordinate ride-alongs with the public, students, and partner agencies.
• May participate in grant writing and management, including identifying and applying for grants, maintaining grant records, filing required reports, and coordinating with governmental grant administrators and partner agencies.
• Assist with department events, ceremonies, meetings, and special projects. May assist with social media content creation and oversight in accordance with City policies, guidelines, and communication standards.
• Prepare and distribute departmental reports; conduct research; prepare statistical reports and spreadsheets; and collect and track data.
• Maintain accurate paper and electronic records, files, and databases; retrieve, revise, print, and save documents; assist with Public Records Requests; and organize record retention schedules in accordance with applicable requirements.
• May maintain and track departmental training records, certifications, and safety records.
• Assist with regulatory reporting and records.
• Provide purchasing and payroll support, including processing invoices, P-Cards, and credit card transactions; reviewing employee time for accuracy; tracking and updating employee information; and answering basic employee questions regarding paychecks and policies.
• Assist with budget monitoring, financial reporting, billings, deposits, and related activities depending on department assignment.
• Draft, proofread, and prepare correspondence, reports, agendas, forms, work orders, service orders, requests for bids, requisitions, invoices, training materials, and other official documents; copy, collate, and distribute materials as needed.
• Organize schedules, calendars, appointments, conference rooms, fleet vehicles, travel arrangeme ts, events, and other reservations.
• May order and maintain office supplies and equipment; maintain inventory; submit account transfers; order replacements; and arrange for repair and servicing of office and, when applicable, field equipment.
• May collect, sort, open, and distribute mail and deliveries.
• Serve as a departmental liaison as assigned.
• Maintain various paper and electronic files and databases; manage record control; and collect, track, and maintain departmental information.
• Provide support to assigned projects or programs and assist management and other employees with administrative, research, or operational needs.
• Attend required meetings.
• Perform other duties as assigned in support of department operations.