Administrative Assistant - FIRE

Town of Castle Rock•Castle Rock, CO

13h

About The Position

This posting is set to close on Tuesday, March 31st, 2026, EOB. To be considered for this position, please include a Letter of Interest The Town of Castle Rock ’s future and the quality of that depend on the choices we make today. Do you want to be part of a team that make decisions that work now while preserving and protecting Castle Rock’s identity and quality of life for the future? We value teamwork , cooperation , and quality communication . We strive to provide exceptional public service to our customers and encourage creativity and innovation. We welcome all that share those values to apply. Working for the Town of Castle Rock includes: The opportunity to make a difference in our community Career Advancement Programs Employee well-being program Competitive total compensation with an excellent benefits package Free membership to the MAC or Recreation Center Public Service Student Loan Forgiveness eligible employer The CRFD takes pride in being an aggressive fire and EMS agency and having a progressive culture that supports tradition and mentorship. We are emphatic in our pursuit for mental and physical health, as well as in our cancer prevention efforts. We value teamwork, quality communication, and work-life balance. We strive to provide exceptional public service to our citizens and encourage creativity and innovation.

Requirements

An equivalent combination of education, training, and experience that demonstrates required knowledge, skills, and abilities may be considered.
Education: Generally, an Associate's Degree in Business Administrative Support or a related field
Experience: Three (3) years' progressively responsible experience in related field that includes customer service; or an equivalent combination of education, training, or experience.
Valid Colorado Driver's License are the ability to obtain within 30 days of hire
CPR Heartsaver or the ability to obtain within one (1) year of hire
Federal Emergency Management Agency (FEMA) National Incident Management System (NIMS) Classes (within one year of appointment)
Knowledge of general office procedures and proper telephone etiquette.
Ability to learn and apply Town guidelines, procedures and policies that affect department operations.
Ability to work effectively independently and as part of a team.
Strong organizational skills.
Ability to multi-task and to meet deadlines while providing accurate work products.
High level of proficiency in the use of Microsoft Word, Excel, and Outlook.
Skill in both oral and written communications for effective exchange of concepts and information.
Skill in performing addition, subtraction, multiplication, and division; calculating decimals and percentages.
Ability to receive and respond to customer inquiries, requests, and complaints with tact, discretion, and diplomacy.
Ability to operate a variety of modern office equipment.
Ability to maintain accurate records; complete general data input.
Ability to establish and maintain effective working relationships.
Ability to maintain integrity of confidential information.
Familiarity with Colorado Open Records Act, HIPAA, fire and rescue terminology, and chain of command.
General knowledge of principles and procedures for utilizing database information systems and in-house computer software programs.
Must satisfactorily complete a criminal background check, fingerprint analysis, polygraph and psychological exam prior to commencing employment.

Nice To Haves

Fire and Rescue experience and Notary Public preferred.
ICS-100, Introduction to Incident Command System or equivalent
ICS-200, ICS for Single Resources and Initial Action Incidents or equivalent
ICS-700, National Incident Management System (NIMS), An Introduction
ICS-800, National Response Framework, An Introduction

Responsibilities

Performs routine and complex administrative duties in support of the Executive Assistant, the Executive Staff and department.
Performs various copying, faxing, mailing and scanning duties.
Maintains filing systems.
Duties may include maintenance of department content on the Town’s website.
May schedule appointments and maintain calendars for staff members.
May register and make travel arrangements for staff member training/conference attendance.
Drafts, prepares, reviews and edits complex correspondence, reports, spreadsheets, inter-office memos and other documents.
Tracks and inputs data in to various database systems.
Maintains department filing systems.
Reviews variety of documents for quality control.
Prepares for meetings.
Compiles and organizes information, materials and food for meetings.
Formulates and distributes meeting agendas.
Schedules appointments and facilities.
May take, prepare and distribute meeting minutes.
Assists with preparing Council and/or Commission packet materials.
Reviews for accuracy, completeness and compliance with formatting standards and submittal deadlines.
Responsible to maintain and order administrative supplies.
Responds to internal and external customer inquiries, requests and complaints.
Gathers appropriate information and responds to the customer in a timely manner via phone, email, mail or in person.
May provide primary or backup front counter coverage to assist visitors and walk-in customers.
May assist with composing monthly department report.
Responsible for daily oversight of the departmental budget to include accurately tracking transactions and timely reconciliation.
Assists with budget preparation, year-end estimates, budget monitoring, updating and maintaining budget records.
Process invoices, purchase orders and accounts payable items.
Co mpletes forms, researches appropriate coding and monitors the budget to ensure funds are available.
Obtains approval signatures.
Responsible for department purchasing.
Responsible for drafting memos and submitting and tracking department contracts and agreements.
Create department requisitions and submit sole source requests.
Reconcile and code all department P-Card statements.
Responsible for other requested tasks including administering testing to applicants; coordinating testing with third party vendors; maintenance of the departmental organizational chart; assist with communications; responsible for taking and distributing meeting notes; etc.
Completes assigned special projects and department-specific assignments.
Conducts research to resolve issues.
Participates in organizing, planning for and running special events.
Provide backup for the Executive Assistant, completing PAFs, injury reports, travel arrangements and attend staff meetings and other assigned duties in their absence.
May serve as the Department’s Public Safety Commission liaison.
Coordinate (draft and post agenda, minutes and monthly reports) for the Public Safety Commission meetings hosted by the Fire Department.
Performs routine clerical functions.
Communicates and coordinates with other departments and organizations.
Serves on a variety of committees and teams.
Performs other duties as assigned or required.