Fire Administrative Assistant

City of Highland Village; Lewisville (TX); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Holidays: 10 paid holidays

Vacation accrual

Sick leave accrual

Personal days

Funeral leave

Court leave

Military leave

Longevity pay

TMRS retirement & life insurance

Health, dental, vision insurance

Flexible reimbursement accounts

Tuition reimbursement

Job summary

The City of Highland Village seeks a dependable Administrative Assistant to support the Fire Department and its personnel. You will coordinate schedules, manage records, assist with budgets and public communications, and help the department run smoothly.

Ideal candidates have at least three years of related experience, strong organizational and communication skills, and a valid Texas driver’s license. This is a full-time municipal role with comprehensive benefits.

Qualifications

• High school diploma or GED required.
• Three years of progressively responsible administrative support experience.
• Valid state driver’s license.

Responsibilities

• Provide administrative support to Fire Chief and Assistant Fire Chief, including reports and correspondence.
• Manage department calendars, coordinate appointments and events, and assist with payroll documentation.
• Maintain departmental records and training certifications.
• Assist with budgeting, purchasing, and expense tracking.
• Prepare social media announcements, website updates, and newsletters.
• Review incident reports and assist with required reporting and compliance.

Skills

Organizational skills

Communication

Customer service

Multitasking

Confidentiality

Education

High school diploma or GED

Tools

Microsoft Office

Excel

Social media platforms

Job description

Are you an organized, detail-oriented professional who enjoys supporting others and keeping things running smoothly? The City of Highland Village is seeking a dependable, motivated

Are you an organized, detail-oriented professional who enjoys supporting others and keeping things running smoothly? The City of Highland Village is seeking a dependable, motivated Administrative Assistant to join our Fire Department! Our Fire Department plays an important role in keeping the Highland Village community safe, and we're looking for someone who takes pride in providing excellent administrative support, staying organized, and helping our firefighters and emergency personnel succeed.

About The Role

As the Fire Department Administrative Assistant, you'll play an important role in supporting the Fire Chief, Assistant Fire Chief, and daily operations of the Fire Department. From coordinating schedules and maintaining records to assisting with budgets, special events, and public communications, you'll help ensure the department operates efficiently and effectively.

This position offers a variety of responsibilities and the opportunity to work closely with Fire Department personnel, City staff, and the community.

Key Responsibilities

• Provide administrative support to the Fire Chief and Assistant Fire Chief, including preparing correspondence, reports, and departmental documents.
• Manage department calendars, coordinate appointments and events, maintain personnel schedules, and assist with payroll documentation.
• Maintain accurate personnel records, training certifications, continuing education documentation, and other departmental records.
• Assist with departmental budgeting, purchasing, expense tracking, and reconciliation of purchasing cards.
• Respond to public inquiries, assist visitors, and process open records requests in accordance with applicable laws.
• Coordinate department events, fire station tours, public education activities, and employee recognition programs.
• Prepare social media announcements, website updates, newsletters, and other departmental communications.
• Review fire incident reports, maintain statistical data, and assist with required reporting and compliance.
• Support the administration of departmental software systems and assist with maintaining accurate operational records.

Qualifications

• High school diploma or GED.
• Three (3) years of progressively responsible administrative support experience, preferably in a municipal or public safety environment, or an equivalent combination of education, training, and experience.
• Valid state driver's license.
• Strong organizational, communication, interpersonal, and customer service skills.
• Ability to manage multiple priorities, maintain accurate records, and handle confidential information professionally.
• Proficiency in Microsoft Office; advanced Excel skills and/or knowledge of basic accounting practices preferred.
• Experience using social media platforms such as Facebook and Instagram.
• Ability to exercise sound judgment, work independently, and communicate effectively with City staff and the public.

Job Description

The following benefits are currently in effect for "regular status full-time employees". Note: The City reserves the right to add, delete, or modify these benefits at any time, with or without notice.

Holidays

• Time Worked

10 Paid Holidays - New Year's Day, Martin Luther King, Jr. Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day & the Friday after Thanksgiving, Christmas Eve, Christmas Day and Birthday.

Vacation

• Time Worked

Eligible employees receive ten (10) days of vacation accruing at 6.67 hours per month. Employees must be on payroll 6 months before receiving vacation time. Additional vacation accruals apply to employees who have five (5) years of service and over ten (10) years of service.

Sick Leave

Eligible employees accrue sick leave at the rate of 8.00 hours per month. Employees must be on payroll 6 months before receiving paid sick time.

Personal Days

• Time Worked

Eligible employees receive two (2) personal days off per year if hired before April 1. Those hired after April 1 and before October 1 receive 1 personal day during the 1st calendar year of employment, and those hired after October 1 receive no personal days for that year. Days must be used within the calendar year and cannot be carried over.

Funeral Leave

Eligible employees may be granted up to three (3) days off with pay per circumstance to arrange or attend the funeral of the immediate family.

Leave without Pay

Employees may be granted a short-term leave without pay for up to five (5) consecutive workdays for justifiable personal reasons. Requests for leave without pay for more than five (5) days may be approved by a Department Head.

Court Leave

When called for Jury Duty or as a witness of the City, employees receive their regular salary from the City while serving.

Military Leave

Eligible employees will be granted up to fifteen (15) days off with pay to attend a regular training activity.

Longevity Pay

Once a year, eligible employees who are employed with the City two (2) years or more receive longevity pay: 2-4 years, $4/month; 5-10 years, $6/month; 10+ years, $7.50/month

Retirement

Eligible employees are members of the Texas Municipal Retirement System (TMRS). Retirement contributions are deducted at seven percent (7%) from pay checks each pay period. As an additional benefit, employees receive life insurance equal to their annual salary while actively employed. Employees are vested after 5 years of service credit, with a 2-to-1 City match upon retirement.

Family & Medical Leave

The Family & Medical Leave Act of 1993 (FMLA) provides up to twelve (12) weeks of unpaid leave for eligible employees for certain family and medical reasons. Employees are eligible if they have worked for the City of Highland Village for at least one (1) year and have worked 1,250 hours over the previous twelve (12) months.

Workers' Comp

The City subscribes to the Texas Workers' Compensation Act. Employees may receive workers' compensation for on-the-job illnesses or injuries.

Health Insurance

Eligible employees are insured by Cigna Health Care.

Vision Insurance

Eligible employees receive vision insurance coverage through VSP (Vision Service Plan). The City covers eligible employee premiums at one hundred percent (100%).

Dental Insurance

Eligible employees receive dental insurance coverage through Cigna Dental. The City covers eligible employee premiums at one hundred percent (100%).

Life Insurance

Eligible employees receive $20,000 life insurance and $40,000 accidental death & dismemberment policy provided for the employee only. Additional Life can be purchased by the employee through payroll deduction.

Long Term Disability

Eligible employees receive long term disability insurance, which provides an income of 60% of salary to age 65 if disabled, after a 180 day waiting period.

Flexible Reimbursement

Flexible medical and childcare spending accounts are available, which allow employees to save for medical expenses not covered by insurance and childcare expenses in pre-tax dollars. In addition, specialized insurance (accident, cancer, life, short-term disability, etc.) is also available through Colonial Insurance at the employee's expense.

Deferred Compensation

Supplemental retirement savings (employee sponsored) plans are available through International City/County Management Association's Retirement Corporation (ICMA-RC), Nationwide, and AIG Valic. These plans are tax-deferred. The City will match up to 2% of an employee's salary that is invested in a 457 plan. You must be employed with the City for 6 months to be eligible for the 2% match.

Tuition Reimbursement

Eligible employees may be reimbursed up to $1,000 per calendar year for approved college courses. Employees must be on payroll for 6 months before they are eligible to apply for this program. Prior approvals from Supervisors and Department Heads are required to receive reimbursement