Administrative Assistant

Bluffton Township Fire District•Bluffton, SC

24d•$49,497 - $60,634•Onsite

About The Position

This position provides comprehensive administrative and front-office support for the Bluffton Township Fire District, serving as the initial point of contact for employees, board members, vendors, and the public. Responsibilities include reception and customer service, records and file management, administrative support to command staff, and limited assistance with finance, human resources, and public information requests. The position supports daily operations by coordinating communications, maintaining records, and ensuring efficient front office operations. Work requires professionalism, discretion, strong organizational skills, and the ability to manage multiple priorities in a fast-paced public safety environment.

Requirements

Knowledge of general office administration practices and procedures.
Knowledge of multi-line phone systems, office equipment, and standard business software.
Strong customer service and reception skills with the ability to interact professionally with internal and external customers.
Skill in written and verbal communication, including drafting correspondence, emails, and reports.
Skill in organizing, maintaining, and retrieving records in both electronic and paper formats.
Skill in scheduling meetings, coordinating logistics, and supporting board or staff functions.
Ability to manage a busy reception area and respond appropriately to frequent interruptions and competing priorities.
Ability to interpret and apply District policies and procedures and provide accurate information to staff and the public.
Ability to work independently with minimal supervision while exercising sound judgment.
Ability to establish and maintain effective working relationships with staff, leadership, board members, and the public.
Ability to prepare accurate records, reports, and correspondence with attention to detail.
Ability to coordinate multiple tasks and meet deadlines in a fast-paced environment.
High school diploma or GED equivalent.
Possession of a valid Driver’s License.
One (1) year experience as an administrative assistant, customer service, or any equivalent combination of related education and experience

Nice To Haves

Local government or public safety environment preferred.
Associate degree preferred.

Responsibilities

Provide backup support for other administrative staff during absences or high-volume periods.
Maintain office supply inventory for front office operations and coordinate reorders as needed.
Assist with processing walk-in requests for reports or public information in accordance with District policy and South Carolina FOIA requirements.
Provide general information to the public regarding District services, station locations, community programs, employment opportunities, and public records requests.
Assist with room setup for meetings, trainings, interviews, and public events, including preparing materials and sign-in sheets.
Serves as backup for other Administrative Assistants for meeting minutes, notes and other items as required.
Maintain reception area, conference rooms, and public meeting spaces in a professional and orderly condition.
Receive, sort, and distribute incoming mail, packages, and deliveries; prepare outgoing mail and coordinate courier services.
Monitor lobby and public access areas and ensure notification of staff for visitors.
Answer and route incoming calls using a multi-line telephone system; screen calls and provide accurate information or direct to appropriate personnel.
Serve as primary front desk point of contact for the Fire District; greet and assist visitors, vendors, applicants, and members of the public in a professional manner.
Maintains vendor W-9 forms and certificates of insurance, ensure records are current and properly filed.
Provide clerical and administrative support to Command Staff and other members of the department as needed.
Perform other duties as assigned.