Fire Administrative Assistant

City of Highland Village•Highland Village, TX

About The Position

Under the direction of the Fire Chief, the Fire Administrative Assistant performs a wide variety of administrative duties for functions of the City's Fire and EMS Department. The role processes routine to moderately complex administrative support and secretarial tasks and performs related work as required. The position supports the Fire Chief and Assistant Fire Chief and handles departmental records and inquiries, personnel and medical files, supplies, requisitions, scheduling, and travel arrangements. Employees with access to health information protected by the HIPAA Privacy Rule must understand and follow the requirements applicable to their job responsibilities. Violations may result in discipline, up to and including termination.

Requirements

High school diploma or GED.
Three years of progressively responsible experience performing administrative support work, preferably in a public safety environment; or an equivalent combination of education, training, and experience that satisfies Texas State Statutes.
Understand and comply with HIPAA Privacy Rule requirements applicable to job responsibilities if accessing protected health information.

Nice To Haves

Experience with social media platforms such as Facebook, Nextdoor, and Twitter.
Administrative support experience in a public safety environment.

Responsibilities

Provide administrative support to the Fire Chief and Assistant Fire Chief.
Process routine administrative documents, including letters, statements, memoranda, legal documents, and statistical documents.
Maintain complete and accurate logs, files, records, and reports on departmental activities, including attendance.
Respond to inquiries about departmental activities from the public, visitors, and other entities by telephone, in person, and in writing.
Maintain personnel files, medical records, training reports, and related materials in accordance with federal and state confidentiality requirements.
Communicate effectively and courteously with the public and city personnel, including handling confrontational persons professionally and tactfully.
Prepare requisitions for check processing.
Monitor materials and supplies inventory and order supplies as needed.
Maintain the department calendar; plan, schedule, and coordinate appointments and events; and arrange airline and hotel reservations.
Perform related duties as assigned when they are a logical assignment to the position.