Executive Assistant to Deputy Chiefs - Public Safety

City of Vancouver; Vancouver (WA); On-site; USD 57,000 - 73,000; Full time

Job summary

City of Vancouver Fire Department is seeking an Administrative Assistant for a three-year limited-duration position funded to support the Deputy Chief of Administrative Operations. The role focuses on coordinating schedules, preparing reports and meeting materials, and providing broad administrative support across the department.

The job emphasizes strong organizational skills, precise document handling, and collaboration with other city departments.

Qualifications

• Four (4) years experience
• HS Diploma/GED
• Equivalent combinations of education and experience may be considered.
• Proficiency in Microsoft Office Suite including Outlook, Word, Excel, PowerPoint, SharePoint, Workday, and Adobe Acrobat.
• HIPAA and employee files knowledge
• Modern office procedures, methods and computer equipment

Responsibilities

• Perform a wide range of administrative support functions including managing schedules for all Deputy Chiefs and coordinating meetings and events with other City departments, the public and outside agencies.
• Assist with drafting, editing, and proofreading documents including emails, letters, memos, directives, organizational charts, reports, plans, presentations, spreadsheets, and policies and procedures.
• Prepare agendas, presentations, meeting materials, and track action items and project deadlines.
• Maintain databases including seniority lists, eligibility lists, position spreadsheets, performance appraisal due date schedule, personnel tracking spreadsheet, electronic employee/supervisory files.
• Recommend workflow improvements and use of equipment and forms.
• Assist in a variety of department operations; perform special projects and assignments.

Skills

Strong organizational skills

Multitasking

Communication

Team player

Customer service

Attention to detail

Education

HS Diploma/GED

Tools

Microsoft Office Suite

Outlook

Word

Excel

PowerPoint

SharePoint

Workday

Adobe Acrobat

Job description

City of Vancouver Fire Department is seeking an Administrative Assistant for a three-year limited-duration position funded to support the Deputy Chief of Administrative Operations. The role focuses on coordinating schedules, preparing reports and meeting materials, and providing broad administrative support across the department.

The job emphasizes strong organizational skills, precise document handling, and collaboration with other city departments.