Executive Administrative Assistant

Aspen Fire Protection District•Aspen, CO

About The Position

The Executive Administrative Assistant provides high-level, complex, analytical administrative support within a public safety environment to the Fire Chief, Deputy Chief(s), and members of the Administration and Prevention team. Responsibilities encompass a wide range of subject matter requiring advanced organizational skills, attention to detail, discretion, and strict adherence to confidentiality. The position supports Fire Department leadership through the preparation, coordination, review, tracking, and distribution of policies, reports, agendas, correspondence, and executive communications. The Executive Administrative Assistant maintains access to sensitive and confidential administrative, personnel-related, labor, and operational information as required to perform assigned duties, and serves as a primary administrative liaison between command staff, employees, external agencies, and the public. Work is performed under general supervision in accordance with established policies, procedures, and priorities, and requires the ability to manage multiple assignments, meet deadlines, and provide consistent administrative support during routine operations as well as time-sensitive or critical situations.

Requirements

Associate’s degree from an accredited college in Business Administration, or related field and/or minimum of five (5) years of progressively responsible administrative support experience, including general office operations and customer service.
Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint; experience using general office technology and performing basic mathematical calculations accurately.
Strong verbal and written communication skills, including experience preparing professional correspondence, reports, and records.
Ability to maintain confidentiality and handle sensitive information with discretion in accordance with established policies and procedures.
Possess and maintain a valid Colorado Driver’s License with a satisfactory driving record or be able to obtain within 30 days of employment.
Valid BLS for Healthcare Provider card (or equivalent) or be able to obtain within 12 months of hire.
Ability to successfully pass a background check commensurate with the position of public trust associated with the fire service.
An equivalent combination of education, training and experience that provides the required knowledge, skills and abilities may be considered.

Nice To Haves

Experience providing general information technology or office technology support, including basic computer troubleshooting, software assistance, meeting technology, and conference room audiovisual equipment.
Experience supporting executive staff, boards, commissions, or governing bodies in a public sector or special district environment.
Experience with accounting, payroll support, or bookkeeping functions, including use of financial software such as QuickBooks.
Experience with website content management systems (e.g., Streamline or similar platforms) and organizational social media administration.
Experience working in a fire service, emergency services, local government, or public safety environment.

Responsibilities

Provides daily administrative and project/process support to the Fire Chief, Deputy Chief(s), and members of the Administration and Prevention staff.
Maintains a high level of professionalism, customer service and teamwork while performing assigned duties, including during periods of limited supervision.
Researches, compiles, summarizes, organizes, prepares, and maintains a variety of records, files, data, and reports using multiple databases and recordkeeping systems.
Answers telephones, distributes calls and takes messages, and provides courteous and professional assistance to the public and staff.
Schedules meetings: coordinates room, meal, and facility arrangements; manages conference room schedules; and assists with maintaining organized work areas.
Provides basic information-technology (IT) and audiovisual support, including assisting staff with general computer and software use, troubleshooting routine issues, supporting conference room audiovisual equipment and meeting technology, and coordinating with external IT support or vendors as needed.
Responds to public and internal inquiries and complaints; provides information regarding District processes and services; resolves routine issues or refers matters to appropriate staff.
Performs data entry and record updates in multiple computer systems.
Keeps supervisor informed of work status, issues, and concerns.
Composes, compiles, edits, and formats correspondence, forms, memoranda, reports, presentations, and other materials; maintains and retrieves database information; and ensures accuracy and integrity of records.
Administer and update District website and social media data, as assigned.
Receives, distributes, and processes mail and official communications.
Assists with maintaining the office in a clean and presentable condition; coordinates maintenance of office equipment; and orders office supplies.
Assists with District events and public interaction activities, including Fire Prevention Week, staff and community events, and management of District facility usage.
Establishes priorities to complete assigned work within parameters and deadlines established by the supervisor.
Assists with compliance activities related to annual deadlines, including elections, Board of Directors requirements, legal postings, and transparency and reporting obligations. (i.e. Special Districts Transparency Act/Division of Local Government requirements.)
Manage procedures involved in maintaining compliance with Title 32 “Special Districts” legislation, Division of Local Government, and Special Election Code procedures, rules, and regulations
Prepare and distribute District Board meeting packets; posts required meeting notices; records, prepares, and maintains official minutes and records for District meetings.
Ensure compliance with State/Federal laws pertaining to but not limited to: Division of Local Government requirements for government/special district agencies.
Ensure compliance with Colorado State Statutes for: District Board meetings and public notices, meeting notices, resolutions, and their publication when necessary, and Board member status.
Assist at administrative level with budget and audit reporting and publication requirements.
Acts as Designated Election Official for the District; monitors election calendars and filing requirements; prepares and submits required documentation; publishes public notices; and coordinates election activities in accordance with state statutes and established procedures.
Coordinates and conducts District elections when required; monitors and researches election-related issues affecting the District.
Responds to Colorado Open Records Act (CORA) requests in accordance with established procedures and legal requirements.
Supports and participates in a culture of fitness and wellness by taking personal initiative to maintain physical fitness and overall wellness appropriate to the demands of the position.
Performs other related duties as assigned