STAFF ASSISTANT - FIRE

City of Forest Park•Forest Park, GA

About The Position

Provides advanced administrative and operational support to the Fire Department in the coordination of daily business functions associated with emergency response services, personnel administration, training compliance, payroll/timekeeping, accreditation support, incident reporting, and regulatory documentation. This position serves as a key administrative liaison between Fire command staff, City departments, external agencies, and the public by ensuring accurate processing and maintenance of departmental records, schedules, reports, and personnel documentation in support of fire suppression, EMS, prevention, and training operations.

Requirements

Requires a High School Diploma or GED supplemented by two (2) years of progressively responsible administrative support experience in a public safety, municipal government, healthcare, or similarly regulated operational environment.
Experience providing administrative support within a Fire Department, Emergency Medical Services (EMS), law enforcement agency, or other 24-hour shift-based organization is preferred.
Relevant experience supporting payroll/timekeeping processes, personnel recordkeeping, training compliance tracking, purchasing documentation, or incident reporting functions in a computerized records management or HRIS system (e.g., ADP Workforce Now or similar) is desirable.
An equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities to perform the essential functions of the position may be considered.
Knowledge of general administrative practices in support of public safety operations.
Ability to maintain accurate and confidential personnel, payroll, training, and operational records.
Ability to review, verify, and reconcile documentation for accuracy and completeness.
Ability to interpret and apply established departmental policies, procedures, and administrative guidelines.
Ability to communicate effectively with sworn personnel, command staff, City departments, external agencies, and the public.
Ability to prioritize multiple administrative assignments in a deadline-driven, emergency services environment.
Skill in data entry, report preparation, document management, and use of computerized administrative systems.
Ability to exercise sound judgment and discretion when handling sensitive or confidential information

Nice To Haves

Experience supporting shift-based personnel scheduling or timekeeping in compliance with FLSA requirements for public safety employees.
Familiarity with fire service or EMS training and certification tracking requirements (e.g., GFSTC, Georgia OEMS).
Experience maintaining confidential personnel, medical, or incident-related documentation.
Experience processing purchase requisitions, invoices, or other procurement documentation within a municipal environment.
Proficiency in Microsoft Office Suite and electronic records management systems.

Responsibilities

Provides direct administrative support to Fire Chief, command staff, training division, fire prevention, and EMS personnel in support of departmental operations.
Maintains departmental staffing rosters and shift schedules for 24-hour personnel; assists with tracking leave usage, overtime, callback, and special assignments in accordance with FLSA requirements for fire protection employees.
Enters, audits, and processes Fire Department payroll and personnel transactions in ADP Workforce Now, including timecard adjustments, certification pay, acting assignments, incentive pay, and other specialty compensation components.
Coordinates onboarding documentation, orientation scheduling, and personnel file maintenance for newly hired firefighters, paramedics, and administrative staff.
Maintains training and certification records to ensure compliance with Georgia Firefighter Standards & Training Council (GFSTC), National Registry, and Georgia OEMS continuing education requirements.
Assists with tracking and reporting of required certifications, licensure renewals, and mandatory training hours for suppression and EMS personnel.
Receives, reviews, and processes incident reports, patient care reports (PCRs), accident reports, exposure reports, and related documentation for completeness and routing.
Supports departmental reporting requirements including NFIRS reporting, grant documentation, accreditation support (e.g., ISO, CFAI), and statistical reporting for operational analysis.
Coordinates procurement documentation including purchase requisitions, purchase orders, vendor invoices, equipment orders, and service contracts for apparatus, PPE, and operational supplies.
Maintains inventory tracking documentation for departmental equipment, medical supplies, turnout gear, and fleet maintenance records.
Assists with preparation of grant applications, quarterly performance reports, and reimbursement documentation related to fire and EMS programs.
Provides customer service and public information regarding fire prevention programs, inspection scheduling, burn permits, records requests, and department services.
Maintains both electronic and physical departmental records in accordance with City retention schedules and Georgia Open Records Act requirements.
Coordinates meeting logistics, travel arrangements, and conference registrations for Fire Department personnel attending required training or professional development programs.
Serves as departmental point of contact for interdepartmental administrative coordination with HR, Finance, Risk Management, and external regulatory agencies.
Assists with preparation of operational reports, staffing summaries, budget tracking documents, and other management support materials.
Performs general administrative support duties necessary to ensure continuity of Fire Department business operations.