Secretary – Fire Department

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

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“Support Those Who Serve. Be Part of the Fire Department Team.”

The City of East Chicago is seeking a dependable, detail-oriented, and professional individual to serve as Secretary for the Fire Department. This position provides essential administrative, payroll, personnel, and clerical support to departmental leadership while assisting with the daily operations of the Fire Department.

• Department: Fire Department
• Employment Status: Full‑Time
• FLSA Classification: Non-Exempt
• Reports To: Fire Chief or Designee
• Salary: In accordance with the City's approved salary ordinance.

Primary Responsibilities

• Provide administrative and confidential secretarial support to the Fire Chief and departmental leadership.
• Prepare correspondence, reports, memoranda, and departmental documents.
• Maintain employee records, attendance, leave balances, Kelly days, 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 State Board of Accounts (SBOA) internal controls.

Minimum Qualifications

Required

• 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.

Preferred

• Associate degree or coursework in Business Administration, Office Administration, Accounting, or a related field.
• Experience in municipal government, public safety, payroll, or personnel administration.
• Familiarity with Tyler Technologies MUNIS and UKG/KRONOS systems.

Knowledge, Skills, and Abilities (KSAs)

• Knowledge: Office administration, payroll and timekeeping procedures, records management, confidentiality, and basic purchasing practices.
• Skills: Data entry, Microsoft Office applications, written and verbal communication, document preparation, and accurate recordkeeping.
• Abilities: Manage multiple priorities, maintain confidentiality, meet deadlines, exercise sound judgment, resolve routine administrative matters, and interact professionally with employees and the public.

Required Credentials and Training

• Ability to complete required City orientation and departmental training.
• Willingness to complete assigned training in payroll procedures, records retention, confidentiality, cybersecurity, and internal controls.
• Valid driver's license if required for assigned job duties.

This posting summarizes the position’s primary duties and qualifications. The complete job description is available on the City’s website, upon request, and during the interview process.

The City of East Chicago does not discriminate in its employment decisions based on race, color, religion, gender, age, genetic information, disability, national origin, ancestry, veteran status, or any other characteristic protected by law.