Executive Assistant Public Safety

Highlands County Board of County Commissioners•Sebring, FL

About The Position

This is a responsible and confidential administrative position providing high-level executive, administrative, and operational support to the Fire Chief and senior command staff of Highlands County Fire Rescue. The Executive Assistant performs a wide range of complex clerical, administrative, and coordination duties requiring discretion, independent judgment, and a thorough understanding of departmental operations, policies, and procedures. Work is performed with considerable autonomy and involves frequent interaction with the public, internal and external agencies.

Requirements

Thorough knowledge of modern office practices, procedures, and equipment.
Knowledge of governmental organization, functions, and administrative processes.
Ability to handle sensitive and confidential matters with discretion and professionalism.
Ability to plan, organize, and prioritize multiple tasks with minimal supervision.
Strong written and verbal communication skills, including the ability to prepare clear and concise reports and correspondence.
Proficiency in Microsoft Office applications and other County-approved software systems.
Ability to quickly learn new computer programs and policy changes as needed.
Ability to establish and maintain effective working relationships with County departments, employees, external agencies, and the public.
Ability to interpret and apply policies, procedures, and regulations.
Skill in problem-solving, attention to detail, and time management.
Ability to work in a fast paced, dynamic office environment.
High school diploma or GED required.
Five (5) years of progressively responsible administrative or executive support experience, preferably in a governmental, public safety, or emergency services environment.
Any equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities may be considered.
Must possess and maintain a valid Florida Driver License.
Shall be required to obtain Incident Command System (ICS) and National Incident Management System (NIMS) certifications.

Responsibilities

Serves as the primary administrative support to the Public Safety Department, managing schedules, calendars, meetings, travel arrangements, and priorities.
Prepares, reviews, and edits correspondence, memoranda, reports, presentations, and other documents requiring accuracy, professionalism, and confidentiality.
Coordinates preparation and distribution of agenda items, backup materials, and presentations for Board of County Commissioners meetings and other official meetings.
Maintains records in compliance with County policies, public records laws, and applicable regulations.
Screens calls, emails, and visitors; responds independently when appropriate and routes matters requiring executive attention.
Tracks assignments, deadlines, and follow-up items for executive staff to ensure timely completion.
Assists with budget-related administrative tasks, purchase requisitions, contract documentation, and invoice tracking as assigned.
Coordinates departmental projects, special initiatives, and interdepartmental communications.
Maintains filing systems, both electronic and hard copy, ensuring records are accurate, current, and readily accessible.
Provides administrative support during emergencies, disasters, or activation of the Emergency Operations Center (EOC), as required.
Ensures compliance with County policies, Fire Rescue procedures, and applicable state and federal regulations.
Responds productively to change and performs all other related tasks as directed.