Administrative Assistant-Fire & Rescue

Rockingham County, VA • Rockingham County, VA

60d • Onsite

About The Position

Provide clerical and administrative support to the Department of Fire & Rescue

Requirements

• 1 year of related work experience
• High School Diploma/GED
• Thorough knowledge of modern office administration, budgeting, and records management practices
• Ability to maintain confidentiality and handle sensitive information with discretion
• Excellent organizational, communication, and interpersonal skills
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and county enterprise systems (e.g. MUNIS, Tyler, or similar)
• Familiarity with fire service structure, terminology, and emergency operations preferred.
• Ability to work independently, prioritize tasks, and meet deadlines in a fast-paced environment
• Skill in preparing accurate reports and correspondence with attention to detail and formatting
• Ability to establish and maintain effective working relationships with department staff, county officials, and the public
• Excellent organizational and administrative skills
• Strong attention to detail
• Use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems
• Strong written and interpersonal communication
• Self-motivated, actively looks for opportunities to assist others in their work
• Work independently with interruptions and coordinate work of others
• Generate or use different sets of rules for combining or grouping things in different ways
• Apply general rules to specific problems to produce answers that make sense
• Regular work attendance is required

Nice To Haves

• Familiarity with fire service structure, terminology, and emergency operations preferred.

Responsibilities

• Provide information and referral services to telephone callers and visitors to the Fire & Rescue offices by receiving, querying, answering questions, and directing to appropriate individual
• Provides high-level administrative support to the Fire Chief, Deputy Chiefs, and Division Heads
• Coordinates logistics for departmental and public meetings, ceremonies, and special events; prepares meeting agendas, minutes, and follow-up documentation
• Organizes and maintains confidential personnel, training, and operational records in compliance with local, state, and federal requirements
• Arrange professional development accommodations for department employees as necessary, for example: transportation, lodging, and registration of class or seminar
• Provide confidential administrative support to all staff members of the department by preparing a wide variety of documents, organizing and maintaining paper and electronic files, opening and sorting mail, and making appointments
• Provide support for multiple functions related to the Fire & Rescue Department, i.e., assist with preparation of bid specifications and contracts, maintain insurance files and process insurance claims
• Assist the Training Division with developing a tracking system for training materials that are borrowed by individuals and other agencies, in addition to maintaining these records
• Arrange professional development accommodations for department employees as necessary, for example: transportation, lodging, and registration of class or seminar
• Maintain an up-to-date copy of Department's General Orders and County's policies and procedures
• Provides back-up support for billing and timekeeping
• Attend meetings and take minutes as requested by the Chief. Some meetings may be after normal working hours. For example: Emergency Services Officers meeting (meets every other month), monthly Captain's meeting and others as required

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Executive, Legislative, and Other General Government Support
• Education Level: High school or GED
• Number of Employees: 1,001-5,000 employees