Fire Marshal Administrative Assistant

North Dakota Insurance & Securities Department; Bismarck (ND); On-site; USD 42,000 - 62,000; Full time

Job summary

The North Dakota State Fire Marshal's Office is seeking an Administrative Support professional to assist the State Fire Marshal and agency staff with essential clerical duties and program coordination. This on-site role is pivotal for keeping office operations efficient and compliant.

Ideal candidates will hold an associate degree and at least four years of administrative experience, with strong MS Office proficiency, organizational skills, and customer service orientation.

Qualifications

• Requires an associates degree in a related area and four years of progressively responsible administrative support experience.
• Applicants should have experience using Microsoft Office applications and possess excellent organizational, communication, and customer service skills.

Responsibilities

• Provide administrative support to the State Fire Marshal and agency staff.
• Answer and direct incoming phone calls and respond to general inquiries.
• Monitor shared email accounts and ensure requests are routed appropriately.
• Maintain office calendars, meeting schedules, and administrative records.
• Prepare correspondence, reports, forms, and other agency documents.
• Maintain and update agency Standard Operating Guidelines (SOGs) and administrative procedures.
• Assist with purchasing, supply inventory, and other office operations.
• Review, organize, close, and redact fire investigation files in accordance with state law and agency procedures.
• Coordinate responses to Open Records requests.
• Maintain records retention schedules and agency filing systems.
• Manage and maintain inspection databases and other agency records.
• Ensure timely and accurate data entry while maintaining confidential information.
• Coordinate and provide administrative support for several statewide public safety programs.

Skills

Organizational skills

Communication skills

Customer service

Education

Associate degree in related area

Tools

Microsoft Office

Job description

Summary Of Work

The North Dakota State Fire Marshal's Office is committed to protecting lives, property, and communities through fire prevention, fire investigation, code enforcement, public education, and partnerships with local fire departments and public safety agencies across the state.

The North Dakota State Fire Marshal's Office is committed to protecting lives, property, and communities through fire prevention, fire investigation, code enforcement, public education, and partnerships with local fire departments and public safety agencies across the state.

Duties and Tasks

Administrative Support

• Provide administrative support to the State Fire Marshal and agency staff.


• Answer and direct incoming phone calls and respond to general inquiries.


• Monitor shared email accounts and ensure requests are routed appropriately.


• Maintain office calendars, meeting schedules, and administrative records.


• Prepare correspondence, reports, forms, and other agency documents.


• Maintain and update agency Standard Operating Guidelines (SOGs) and administrative procedures.


• Assist with purchasing, supply inventory, and other office operations.

Records & Information Management

• Review, organize, close, and redact fire investigation files in accordance with state law and agency procedures.


• Coordinate responses to Open Records requests.


• Maintain records retention schedules and agency filing systems.


• Manage and maintain inspection databases and other agency records.


• Ensure timely and accurate data entry while maintaining confidential information.

Statewide Program Coordination

• Coordinate and provide administrative support for several statewide public safety programs, including:


• Certificate of Existence Program


• Fire Safe Cigarette (Fire Safer Tobacco) Program


• Community Risk Reduction (CRR)


• National Emergency Response Information System (NERIS)


• Property Loss Insurance Reporting

Customer Service

• Serve as the primary administrative contact for local fire departments, businesses, partner agencies, and the public.


• Answer questions regarding agency programs and services.


• Provide guidance on forms, applications, and administrative processes.


• Deliver courteous, professional, and responsive customer service.

Office Coordination

• Coordinate meetings, training events, and special projects.


• Maintain confidential agency records and sensitive information.


• Assist with process improvements and administrative efficiencies.


• Perform other related duties as assigned.

Minimum Qualifications

Requires an associates degree in a related area and four years of progressively responsible administrative support experience.

Applicants should have experience using Microsoft Office applications and possess excellent organizational, communication, and customer service skills.

About Team ND

\"Far and away the best prize life offers is the chance to work hard at work worth doing.\" - Theodore Roosevelt

More than 7,500 talented, hard-working people across sixty-three agencies have come together as Team North Dakota. At Team ND, we are driven to succeed through gratitude, humility, curiosity and courage. Our purpose is to empower people, improve lives, and inspire success. Join us in being legendary.

Total Rewards

The State of North Dakota is committed to providing team members with a strong and competitive rewards package that support you, your health and your family.

Application Procedures

Applicants are screened based on qualifications, successful completion of the interview process and a background and criminal investigation. Applicants must be currently authorized to work in the United States on a full-time basis. The Insurance Department does not provide sponsorships.

Application package must be received by 11:59 PM Central Standard Time (CST) on the closing date listed on the opening.

Equal Employment Opportunity

The State of North Dakota and this hiring agency do not discriminate on the basis of race, color, national origin, sex (including sexual orientation and gender identity), genetics, religion, age or disability in employment or the provisions of services and complies with the provisions of the North Dakota Human Rights Act.

As an employer, the State of North Dakota prohibits smoking in all places of state employment in accordance with N.D.C.C. Sect. 23-12-10.