Fire Department Secretary: Admin, Payroll & Records Clerk

East Chicago; East Chicago (IN); On-site; USD 40,000 - 52,000; Full time

Job summary

The City of East Chicago is seeking a dependable Secretary for the Fire Department to provide administrative, payroll, personnel, and clerical support to department leadership. This role supports daily operations and maintains confidential records in accordance with city policies.

Responsibilities include preparing correspondence and reports, maintaining employee records and payroll documentation, assisting with onboarding and personnel actions, handling purchasing and invoices, and responding

Qualifications

• High school diploma or equivalent.
• Minimum of two (2) years of clerical, secretarial, administrative, or office-support experience.
• Proficiency in Microsoft Word, Excel, email, and standard office equipment.
• Strong organizational, communication, and recordkeeping skills.
• Ability to handle confidential information professionally and accurately.

Responsibilities

• Provide confidential secretarial support to the Fire Chief and departmental leadership.
• Prepare correspondence, reports, memoranda, and departmental documents.
• Maintain employee records, attendance, leave balances, and payroll documentation.
• Assist with personnel actions, onboarding documentation, and employee status changes in coordination with Human Resources.
• Prepare purchase requisitions, purchase order requests, invoices, and related financial documentation.
• Respond to telephone calls, public inquiries, complaints, and departmental correspondence.
• Maintain accurate electronic and physical records in accordance with City policies and applicable regulations.
• Support compliance with City procedures, confidentiality requirements, and Indiana SBOA internal controls.

Skills

Organizational skills

Communication skills

Recordkeeping

Education

High school diploma or equivalent

Associate degree or coursework in Business Administration/Office Administration/Accounting

Tools

Microsoft Word

Microsoft Excel

Email

Job description

The City of East Chicago is seeking a dependable Secretary for the Fire Department to provide administrative, payroll, personnel, and clerical support to department leadership. This role supports daily operations and maintains confidential records in accordance with city policies.

Responsibilities include preparing correspondence and reports, maintaining employee records and payroll documentation, assisting with onboarding and personnel actions, handling purchasing and invoices, and responding