Internal Only - Office Administrator

Town of Bridgewater, MA•Bridgewater, MA

12d

About The Position

The Office Administrator provides administrative support to the Bridgewater Fire Department to help ensure efficient daily operations. The role supports the Fire Chief and Deputy Fire Chief, manages public-facing inquiries and scheduling, prepares reports, processes permits in coordination with the Fire Prevention Officer, assists with grant administration, and performs payroll functions. The position also collaborates with the Finance team and other Town departments on organizational initiatives and projects. The successful candidate is organized, communicative, adaptable, and attentive to detail, and can manage multiple responsibilities in a fast-paced environment. The role requires proficiency with office software, including intermediate spreadsheet skills and database maintenance, as well as internet research capabilities. The position reports to the Fire Chief for daily administrative duties and is open only to current members of the Town of Bridgewater B.A.A. union.

Requirements

Over five (2) years of administrative experience, as stated in the posting.
Any combination of education and experience that provides the required knowledge and abilities will be considered.
Possess and maintain a valid Massachusetts Driver’s License.
Strong organizational, communication, and time-management skills, with attention to detail.
Proficiency with office software, including intermediate spreadsheet skills and database maintenance.
Internet research capabilities.
Ability to adapt, learn new processes and software, and manage multiple administrative responsibilities in a fast-paced environment.
Superior interpersonal skills; self-starter; ability to multitask and prioritize work.
Attention to detail and problem-solving skills, including helping develop effective ways to resolve issues.
Professionalism and the ability to achieve a high level of job-related skills and knowledge.
Excellent customer service skills.
Accountability for delivering quality results; ethics and integrity in following policies and procedures.
Ability and willingness to work with others toward department and organizational goals.
Ability to maintain a positive, optimistic outlook when facing challenges.

Nice To Haves

Municipal government experience is desirable but not necessary.
An associate degree from an accredited college or university is preferred.

Responsibilities

Perform administrative and office support activities for the Fire Chief and Deputy Fire Chief.
Complete the department’s weekly payroll and accrual reports accurately.
Greet and direct visitors at the Fire Station; answer phones, take messages, and respond to inquiries requiring knowledge of department terminology, organization, and supervisors’ responsibilities.
Manage routine inquiries and issues, and refer more complex matters to the Fire Chief, Deputy Fire Chief, or Officer in Charge.
Coordinate and arrange meetings for the Fire Chief and Deputy Fire Chief, reserving meeting space as needed.
Attend project meetings to discuss and present data when assigned by the Fire Chief.
Maintain inventory of supplies and equipment and place supply orders as needed.
Reconcile and submit Hazmat and Detail reimbursements.
Maintain organized department records and filing systems.
Process invoices and submit them to the Finance Department.
Schedule inspections and process payments for permits.
Assist with daily processing of ambulance billing.
Provide administrative support for public service scheduling, report preparation, permit processing, and grant administration.
Collaborate with the Finance team and other Town departments on organizational initiatives and projects.
Perform similar or related work as required.