Staff Assistant - Public Safety

The Villages, Inc.; The Villages (FL); On-site; USD 38,000 - 58,000; Full time

Benefits offered by this job

Medical Insurance

Dental and Vision Insurance

401(a) Retirement Plan

457(b) Retirement Plan

Flexible Spending accounts

Employee Assistance Program

Paid Time Off

Tuition Reimbursement

Public Service Loan Forgiveness

Tier 2 qualifying for The Villages CHS

Job summary

The Villages, Inc. is seeking a Staff Assistant for Public Safety in The Villages, FL. You will provide high-level administrative support to the Fire Chief and Deputy Chiefs, serving as a liaison among staff, residents, and District departments.

This full-time role emphasizes confidentiality, efficiency, and accuracy in handling communications, records, scheduling, and special projects to keep the Public Safety team performing at a high level.

Qualifications

• Associates degree or higher; one to two years related experience and/or training; or equivalent combination of education and experience.
• Proven intermediate or better ability in Microsoft Office programs and data handling.

Responsibilities

• Oversee departmental daily office operations under Fire Chief; supervise administrative staff and coordinate tasks.
• Prepare business correspondence and present information to managers, clients, and the public.
• Coordinate education/training for office staff and volunteers; manage scheduling and records.
• Produce data reports and manage department travel, education, and training approvals.

Skills

MS Office

Customer service

Organizational skills

Communication

Education

Associate degree or higher

Tools

RMS software

MS Office Suite

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Staff Assistant - Public Safety

Fire Safety Full Time Clerical The Villages, FL, US

Join our dedicated Public Safety team as a Staff Assistant, where your attention to detail, professionalism, and organizational excellence will help ensure smooth daily operations within the Fire and Public Safety Departments. In this essential role, you’ll provide high-level administrative support to the Fire Chief and Deputy Chiefs, serving as a key liaison between staff, residents, and other District departments.

This position is ideal for a proactive professional who thrives in a collaborative, fast-paced environment and takes pride in maintaining accuracy, confidentiality, and efficiency across all administrative processes. From coordinating department communications and training programs to managing records, scheduling, and special projects, your contributions will enable our Public Safety team to continue delivering exceptional service to our community.

If you’re a strong communicator with proven administrative experience, excellent time management skills, and a passion for supporting a mission-driven organization that protects and serves.

Competitive Benefits as a full-time employee of the District include:

• Medical Insurance (fully paid for employee single coverage)
• Voluntary health benefits, including Dental and Vision Insurance
• 401(a) Retirement Plan, with contributions funded by the District
• 457(b) Retirement Plan, permitting employee pre-tax deferrals
• Flexible Spending programs for both Medical and Dependent Care
• Employee Assistance Program
• Paid Time Off
• Tuition Reimbursement
• Public Service Loan Forgiveness Eligible
• Tier 2 qualifying organization for The Villages Charter School

JOB SUMMARY

Under direction of the Fire Chief, directs and oversees department’s daily office operations to ensure smooth functioning of administrative support staff and functions. Works with a general outline of tasks to be performed within areas defined below and, with minimal supervision, develops work methods and sequences to successfully accomplish same within designated timeframes. Performs complex administrative duties in support of Fire Chief and department. This is a multi-faceted position responsible for working with all levels of management and public. Additionally, provides support to Deputy Chiefs, as needed. Manages special projects as assigned.

ESSENTIAL DUTIES AND RESPONSIBILITIES (Includes, but not limited to)

Administrative

• Keep current and develop communications to ensure Department is informed and current regarding both District and department policies and changes/updates.
• Keep current with District and Department policies and changes/updates to ensure the ability to abide by and enforce same as it relates to daily duties and responsibilities.
• Responds in writing and verbally on behalf of Fire Chief, or refers correspondence, as necessary.
• Prepare business correspondence and/or effectively present information and respond to requests/questions from groups of managers, clients, customers, and the public.
• Provide, or coordinate provision of education/training to any office staff, support volunteers (including CERT) to office procedures.
• Facilitate the collection and coordination of performance evaluations of signatures for file and to HR.
• Oversee processing and record maintenance of department members travel, education and training requests, approvals, ensuring successful completion of same through required District and/or HR processing.

Reporting

• Production of data, including but not limited to flowcharts, Gantt charts, time management, etc., using current available software, or identifying software needed to produce same, as requested and within required timeframes.
• Prepare all deposits for Accounts Receivable, including but not limited to the coding, documenting and verification of same as required (i.e., Sumter Impact, LSEMS, CPR, etc.).

Training

• Coordinate provision, tracking and updating of education/training to all rank‑and‑file staff, as well as support volunteers (including CERT).
• Create and prepare documents utilizing various software for education and/or presentation purposes.
• Develop, maintain and keep current within required guidelines the training manual for support volunteers (office staff functions) for use in emergency situations.
• Oversight of the department’s staff scheduling program.

General

• Ensures and facilitates ordering of office supplies, forms and equipment for VPSD.
• Periodically attend meetings and functions outside business hours, as needed (i.e., Moffitt; Health Fair; Fire Ball, Government Day, Hurricane Expo).
• Place phone calls for resident assistance i.e., smoke detector battery checks.
• Department business travel, as needed.
• Perform other related duties as assigned by Director of Public Safety/Fire Chief.
• Facilitates the maintenance of historical information for the department for reference.
• Assist Chief as needed with special projects regarding Community Watch or other areas within Public Safety.

Additional

• Performs other duties as assigned.
• May be expected to perform additional duties in an emergency.

ESSENTIAL EXPECTATIONS OF PERFORMANCE AND BEHAVIOR (Includes, but not limited to)

• Cultivates and maintains effective working relations within the department, the District, as well as outside of the organization.
• Provides world class customer service.
• Models behavior to the District Core Values at all times.

MINIMUM EDUCATION AND EXPERIENCE (Includes, but not limited to)

• Associates degree or higher; one to two years related experience and/or training; or equivalent combination of education and experience.

MINIMUM CERTIFICATES, LICENSES, REGISTRATIONS

• Required FEMA (ICS) certifications must be completed within six months of hire.
• All candidates and employees must successfully pass background and drug screening.
• Employees may not exhibit any visible body art.
• This position is subject to recall or emergency response outside of regularly scheduled hours.

Internal Applicants: Will not be eligible for consideration if:

• They have received any formal discipline in the previous 12 months.

MINIMUM KNOWLEDGE, SKILLS AND ABILITIES (Includes, but not limited to)

Knowledge

• Proven intermediate or better ability in an RMS preferred. Proven ability to accurately access, input, and retrieve information from a computer using RMS programs.

Skills

• Proven intermediate or better ability in Microsoft Office programs (Microsoft Word, Excel, PowerPoint, and Access).
• Proven ability to successfully interact with diverse customer population while providing excellent customer service.

Abilities

• Well organized and able to successfully multi-task, and work under pressure in a fast-paced environment to meet multiple demanding deadlines.
• Ability to successfully review, and accurately classify, categorize, prioritize, and/or analyze data and/or information.
• Ability to successfully interpret instructions furnished in written, oral, diagrammatic, or schedule form to produce required information.
• Ability to exercise independent judgment to adopt or modify methods and standards to meet assigned objectives.
• Ability to periodically work flexible schedule required to assist in special projects/programs during the year.
• Excellent written and verbal communication skills and professional appearance and demeanor.

EQUIPMENT

Position regularly requires the use of office equipment, including but not limited to telephones, personal computers and productivity software, copier, printers, scanners, and fax machine.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS (Includes, but not limited to)

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job the employee will be exposed to the following:

• The employee is exposed to an interior office environment, with moderate change in temperature. The work environment is inside an air-conditioned building.
• The noise level in the work environment is usually moderate.
• There are frequent interruptions from the staff and the public for information or assistance.

Physical Requirements

The physical requirements described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the following applies:

• Frequently required to sit for long periods of time, work on computer, stand, bend, talk, and hear, required to walk, use hands, reach, and handle or feel objects or controls.
• Occasionally required to lift and or move up to 25 pounds.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.