Administrative Assistant - Fire Rescue Department

City of Crystal Lake•Crystal Lake, IL

1d•Onsite

About The Position

The Fire Rescue Department is seeking an experienced Administrative Assistant to provide administrative support to the Fire Rescue Chief and Deputy Fire Rescue Chief. This role requires a highly organized professional capable of managing confidential information, coordinating public records requests, supporting emergency management activities, maintaining department communications, and serving as a key liaison between the department, other City departments, and the public. This vacancy is the result of an internal promotion, reflecting the City’s commitment to developing talented employees. The ideal candidate will have experience supporting leadership in a municipal, public safety, emergency services, healthcare, legal, or similarly regulated environment where accuracy, discretion, records management, and public interaction are critical.

Requirements

High school diploma or equivalent required
Minimum four (4) years of progressively responsible administrative support experience in a professional office environment.
Advanced proficiency with Microsoft Office 365, including Word, Excel, Outlook, and PowerPoint.
Exceptional written and verbal communication skills.
Strong organizational, time-management, and project coordination abilities.
Ability to manage multiple priorities while maintaining a high degree of accuracy and attention to detail.
Demonstrated ability to handle confidential information with discretion and professionalism.

Nice To Haves

Additional coursework or training in business administration, public administration, records management, or a related field is desirable.
Municipal or local government administration
Fire, EMS, law enforcement, emergency management, or public safety agencies
FOIA administration or public records management
Records retention and compliance management
Public communications, website management, and social media administration
Regulatory, legal, or highly confidential office environments
Notary Public certification or ability to obtain certification preferred.

Responsibilities

Provide administrative and executive support to Fire Rescue Department leadership.
Coordinate and manage Freedom of Information Act (FOIA) requests and related records.
Maintain official department records in compliance with Illinois Local Records Act requirements.
Manage department website content and social media communications.
Conduct quality control reviews of ambulance billing records submitted for third-party processing.
Assist with public education programs, community outreach initiatives, and special projects.
Support emergency management activities, including preparation of training materials and incident action plans.
Research information, prepare reports, correspondence, presentations, and other departmental documents.
Serve as a primary point of contact for residents, partner agencies, and department personnel.
Screen calls, visitors, and inquiries while handling sensitive and confidential information with professionalism and discretion.
Cross-train with other administrative staff to ensure continuity of operations.