EXECUTIVE ASSISTANT FIRE DEPARTMENT

Executive Assistant

Under general supervision, the Executive Assistant provides complex and confidential administrative support to department leadership, including managing calendars, tracking and following up on projects, reviewing correspondence, coordinating meetings, overseeing the department's procurement, purchasing, and invoicing procedures, drafting communications, and addressing complex issues. The incumbent may be required to perform other related duties as needed. Additionally, this role assists in monitoring the department budget, recommending expenditures, and supporting assigned staff to ensure departmental needs are met and resources provided.

Examples of duties include :

• Providing analytical and administrative support to various areas of the fire department including department activities and events and the department's work program.
• Providing administrative support to senior fire command staff and Battalion Chiefs including handling routine correspondence, scheduling of calendars, organizing meetings, tracking assigned projects, and routing complaints to internal city department heads for response.
• Serving as purchasing coordinator for the Fire Department. Initiate requisitions, oversee vendor and department invoicing, and process purchase orders.
• Maintaining department inventories including ordering and maintaining office equipment and supplies, personnel files, and creating City Council agenda items.
• Providing excellent customer service and assistance, taking incoming calls, routing calls to the correct office or person, distributing messages within the office, and making calls for the department when necessary.
• Demonstrating excellent customer service while interacting with the public, consultants, contractors, and employees. Maintaining a positive working relationship with all city employees and the public.
• Organizing and maintaining department central file management database. Updating and maintaining files and records. Serving as the Records Liaison Officer for the city's Records Management Program. This includes responding to all department Public Information Requests (PIR).
• Coordinating with the Human Resources Department and Communications sector regarding fire department public messaging and updates. Updating the department website and posting on departmental social media platforms.
• Overseeing the fire inspection and plan review permit process by reviewing submittals, calculating fees, tracking project activities, and processing construction permits, certificates of completion, temporary certificates of occupancy, certificates of compliance and other documents, reminders, and notifications related to the plan review and fire permitting process with the Fire Prevention Division as required.
• Assisting fire administrative staff in preparing and monitoring department budgets by reviewing expenditures, keeping appropriate staff abreast of budget changes and issues, verifying infrequent expenditures, developing and maintaining spreadsheets and reports, and coordinating and attending budget meetings.
• Monitoring and annotating annual departmental budget allocations throughout the fiscal year. Compiling and providing fund status and fiscal analysis to fire command personnel and providing in-depth statistical reports of fiscal status. Resolving problems related to billing and purchasing with the Finance Department. Maintaining detailed and accurate records of department purchases and payment of fees.
• Ensuring the maintenance of accurate records of department fiscal transactions. Producing accurate and timely weekly, monthly, and quarterly expenditure reports. Filing information necessary to maintain record of fiscal processes, promptly, accurately, and in an easily retrievable format.
• Tracking contractual documents as requested and reviewing and compiling information for bid specifications regarding department purchases. Serving as the liaison between the Fire Department and the Finance Department.
• Assisting with preparation for public meetings including compiling the agenda, organizing informational packets and materials, posting meeting notices, taking meeting minutes, and preparing official copies of minutes of public or internal meetings.
• Keeping supervisor informed of work and fiscal activities; recognizing and reporting the need for supervisory intervention.
• Performing special projects at the request of the Fire Chief to include but not be limited to research, analysis, and recommendations.
• Overseeing internal communications and creating and distributing monthly department newsletter.
• Coordinating and representing the department during internal and public-facing activities, meetings, special events, and community events.
• Maintaining accurate and current information for outward-facing materials including website content and other digital platforms and may assist with social media updates in coordination with City guidelines.
• Assisting with training new employees as needed.
• Performing any other related duties as required or assigned.
• Regular and timely attendance is required for this position.

Typical qualifications include a Bachelor's degree, plus 3-5 years of related experience and / or training or equivalent combination of education and experience. Basic : Accounting, Spreadsheet, Word Processing / Typing is required. Must possess a valid Class "C" license. Must obtain within six months of employment and maintain during employment a Texas Notary Public license.

Use of machines, equipment and / or computers : Regular use of non-complex machines and equipment (adding machines, calculators, copy / fax machines, etc.) Environmental / working conditions : Normal working conditions as found within an office setting, wherein there is controlled temperature and a low noise level, plus a minimum of distractions. Physical activities : The following physical activities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions and expectations. Moderate diversity, low physical. Work activities which allow for a moderate amount of diversity in the performance of tasks which are not as varied as those positions with high-level diversity and decision-making. While performing the functions of this job, the employee is regularly required to talk or hear; frequently required to stand, walk, sit, use hands to finger, handle, or feel, reach with hands and arms; and occasionally required to climb or balance, stoop, kneel, crouch, or crawl. The employee must occasionally lift and / or move up to 10 pounds. Specific vision abilities required by this job include close vision, color vision; peripheral vision; depth perception; and ability to adjust focus.