Administrative Assistant - Fire Department

City of Cedarburg•Wi, WI

About The Position

The City of Cedarburg is seeking an administrative assistant for the Cedarburg Fire Department where you'll play an essential role in supporting our team and ensuring smooth operations. This position, under general supervision, provides clerical and administrative support to the Fire Chief and fire department personnel.

Requirements

Working knowledge of office practices and procedures
Customer service experience
Records management
Proficient in Microsoft Office suite (Word, Excel, Outlook, PowerPoint, Teams)
Basic accounting
High school diploma or GED

Nice To Haves

Associates degree in: Administrative Professional, Business Administration, Public Administration, or related field
Municipal finance
Fire/EMS reporting systems

Responsibilities

Review roll-call logbook for calls and member sign-ins and address accuracy issues.
Audit and submit all NERIS reports upon completion.
Coordinate corrections with report writers and verify updated submissions.
Contact Chiefs regarding incomplete or outstanding reports.
Review submitted training sheets for accuracy, content, and documented times.
Follow up on missing or late training reports.
Enter all training records into Elite.
Enter new member information into Elite.
Update member records including promotions, demotions, name changes, status changes, certifications, committee appointments, address changes, email updates, etc., and communicate required information with City Hall.
Extract, analyze, and compile data as needed, using Microsoft Excel, pivot tables, and other programs/means.
Become familiar with Department software and programs.
Prepare and complete the Fire Department’s annual report each year.
Maintain and update all department policies, procedures, and general orders.
Support public education programming and outreach.
Assist with various public relation and education events.
Answer phone calls, take messages, and transfer calls as needed.
Provide front desk reception by greeting and assisting visitors upon arrival.
Responsible for safeguarding the confidentiality of information involving personnel or other issues within the Fire Department and other city agencies.
Manage incoming requests for assistance from other county, city, and State or Federal agencies.
Manage business and public inquiries and provide a department response within 24 hours.
Attend meetings as directed.
Compile correspondence for the Fire Department to include but not limited to agenda items, letters, memos, and reports as instructed.
Update department social media and website with departmental information and public safety.
Support payroll processing.
Perform additional duties assigned by the Chief.