Fire Department Administrative Coordinator

City of Highland Village; Highland Village (TX); On-site; USD 42,000 - 54,000; Full time

Job summary

City of Highland Village is seeking an organized Administrative Assistant for our Fire Department. You will support the Fire Chief and Assistant Fire Chief, manage calendars, assist with budgets and payroll, and maintain records.

You’ll also coordinate events, prepare communications, and respond to public inquiries to ensure efficient operations. Qualified candidates have a high school diploma or GED and at least 3 years of municipal administrative experience, with strong MS Office and Excel

Qualifications

• High school diploma or GED.
• 3 years of progressively responsible administrative support experience, municipal or public safety preferred.
• Valid state driver's license.
• Strong organizational, communication, interpersonal, and customer service skills.
• Proficiency in Microsoft Office; advanced Excel and basic accounting preferred.
• Experience using social media platforms such as Facebook and Instagram.
• Ability to handle confidential information professionally.

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.

Skills

Organizational skills

Customer service

Communication

Multitasking

Social media management

Microsoft Office

Excel

Public records handling

Public relations

Education

High school diploma or GED

Tools

Microsoft Office

Excel

Job description

City of Highland Village is seeking an organized Administrative Assistant for our Fire Department. You will support the Fire Chief and Assistant Fire Chief, manage calendars, assist with budgets and payroll, and maintain records.

You’ll also coordinate events, prepare communications, and respond to public inquiries to ensure efficient operations. Qualified candidates have a high school diploma or GED and at least 3 years of municipal administrative experience, with strong MS Office and Excel