Loves Park Fire Department - Administrative Assistant

Job Description

Reports To

Fire Chief (or designee)

Position Summary

The Administrative Assistant provides comprehensive administrative, operational, and organizational support to Fire Department leadership. This position serves as a key point of coordination between department personnel, vendors, outside agencies, and members of the public. The Administrative Assistant is responsible for managing office operations, maintaining confidential records, supporting financial and personnel processes, coordinating communications, and assisting with departmental programs, projects, and special events.

This position requires a high degree of professionalism, confidentiality, organization, and the ability to work independently in a fast-paced environment.

Essential Duties and Responsibilities

Administrative Support

·         Provide direct administrative support to the Fire Chief, Deputy Fire Chief, command staff, and other department personnel.

·         Manage calendars, appointments, meetings, and scheduling for department leadership.

·         Prepare, draft, edit, and distribute correspondence, reports, memorandums, presentations, and official departmental communications.

·         Answer and direct incoming phone calls, emails, and walk-in inquiries from the public, elected officials, vendors, and partner agencies.

·         Organize and maintain office filing systems, both physical and electronic.

·         Coordinate travel arrangements, conference registrations, and training logistics for department staff.

·         Track deadlines and ensure timely completion of assigned administrative tasks.

Records Management

·         Maintain confidential personnel files, training records, and departmental documents in accordance with applicable laws and retention schedules.

·         Assist with records requests and compliance with public records laws, municipal policies, and legal requirements.

·         Ensure proper documentation and archival of meeting minutes, policies, procedures, and departmental directives.

Financial and Budget Support

·         Assist in the preparation and administration of departmental budgets.

·         Process invoices, purchase orders, requisitions, expense reports, and vendor payments.

·         Monitor expenditures and maintain budget tracking spreadsheets or financial software records.

·         Coordinate procurement activities, including quotes, bids, and contract documentation.

·         Assist with any grant applications, grant tracking, reimbursement requests, and compliance reporting.

Human Resources and Payroll Support

·         Assist with employee onboarding, orientation, and offboarding processes.

·         Assist with maintaining employee certifications, licenses, training compliance, and continuing education records.

·         Assist with tracking leave requests, overtime records, payroll documentation, and staffing reports.

·         Assist with promotional processes, testing logistics, and applicant communications.

Operational Support

·         Assist with scheduling of department personnel, meetings, training sessions, inspections, and public education events.

·         Maintain emergency contact lists, response rosters, and duty assignments.

·         Coordinate facility maintenance requests, office supply inventories, and equipment service records.

·         Support preparation of strategic plans, annual reports, accreditation materials, and performance metrics.

·         Assist command staff during emergency activations or large-scale incidents with logistical and administrative support.

Public Relations and Community Engagement

·         Serve as a professional point of contact for citizens, businesses, and community partners.

·         Assist with public education initiatives, community events, open houses, and departmental outreach programs.

·         Prepare newsletters, social media updates, website content, and press releases as assigned.

·         Coordinate recognition events, employee appreciation programs, and ceremonial functions.

Required Knowledge, Skills, and Abilities

·         Knowledge of office administration practices, records management, and business correspondence.

·         Ability to maintain strict confidentiality and exercise sound judgment.

·         Strong organizational skills with exceptional attention to detail.

·         Ability to prioritize multiple assignments and meet deadlines.

·         Strong written and verbal communication skills.

·         Proficiency in Microsoft Office Suite, database systems, scheduling software, and document management systems.

·         Ability to interact professionally with employees, elected officials, partner agencies, and the public.

·         Ability to work independently with minimal supervision.

·         Understanding of public safety operations is preferred.

Minimum Qualifications

• High school diploma or GED required.

• Associate’s degree in Business Administration, Public Administration, Office Management, or related field preferred.

• Administrative support experience preferred.

• Experience in municipal government, public safety, emergency services, or related environment preferred.

• A valid driver’s license may be required.

Physical Requirements

• Ability to sit or stand for extended periods while performing office work.

• Ability to lift office materials or supplies up to 25 pounds.

• Ability to operate standard office equipment, including computers, printers, scanners, and telephones.

Work Environment

• Primarily office-based within a fire station, headquarters, or municipal building.

• May occasionally work evenings, weekends, or during emergency incidents, public events, or special projects.

• May be exposed to high-stress situations associated with emergency service operations.

Performance Expectations

• Maintaining accuracy and confidentiality.

• Supporting efficient department operations.

• Providing excellent customer service.

• Demonstrating initiative, professionalism, and adaptability.

• Contributing positively to the mission and culture of the Fire Department.