Office Assistant Jobs

About The Position

Requirements

• Associate’s degree in Business Administration, Public Administration, or a related field, supplemented by four years of progressively responsible administrative support experience; or an equivalent combination of education, training, and experience.
• Knowledge of EMS and Health & Safety division operations, administrative procedures, recordkeeping practices, and compliance requirements applicable to a public safety environment.
• Ability to manage calendars, correspondence, confidential files, and administrative records for both divisions; track multiple deadlines and recurring responsibilities; and maintain accurate records and reports.
• Ability to interpret, apply, and explain rules, regulations, policies, and procedures.
• Skill in operating standard office equipment and software applications.
• Skill in providing customer service and responding professionally to staff inquiries.
• Ability to establish and maintain effective working relationships with the public, coworkers, elected and appointed officials, and people of diverse cultural and linguistic backgrounds.
• Ability to adhere to workplace policies and ethical standards and to represent the City ethically and fairly.
• Must demonstrate behaviors supporting the City’s mission, vision, and core values.
• Must complete the appropriate level of NIMS training within one year of employment.
• Must be available to work for declared emergencies as a designated Recovery classification.
• The work requires exerting up to 10 pounds of force occasionally and negligible force frequently or constantly to move objects.

Nice To Haves

• Experience in a public safety or municipal environment.

Responsibilities

• Manage calendars, meetings, appointments, requests, and deadlines for EMS and Health & Safety Division leadership; screen, prioritize, and route calls, emails, and requests.
• Communicate with department personnel, command staff, hospitals, occupational health providers, vendors, community partners, and the public; coordinate follow-up and timely responses.
• Prepare agendas, meeting materials, and supporting documents; take notes or minutes when requested and track action items, assignments, and deadlines.
• Enter and update data in spreadsheets, tracking logs, databases, and department systems; format charts, tables, and summaries and verify information for accuracy.
• Schedule meetings, interviews, trainings, site visits, and appointments; coordinate rooms, technology, and supplies; assist with travel, conference registration, and reimbursement paperwork.
• Track deadlines for EMS licensing, reporting, budgets, grants, training, occupational health appointments, employee health and safety documentation, and required program reviews; provide reminders to division leadership.
• Maintain organized physical and electronic files, records, binders, digital folders, and shared drives; keep documents accessible and current.
• Assist with processing and organizing EMS licensing renewals, permits, inspection records, and Health & Safety program documentation.
• Prepare correspondence, letters, memos, and official documents; support leadership preparations for meetings, conferences, inspections, and department events.
• Coordinate with Operations, Training, Fire Prevention, Administration, Finance, and external partners, including hospitals, medical directors, public health agencies, occupational health providers, and safety partners.
• Protect confidential personnel, patient, occupational health, investigation, and operational information; maintain access-controlled records and follow privacy requirements and department policies.
• Take initiative on routine assignments, identify process gaps, escalate urgent or sensitive matters to appropriate leadership, balance priorities, and complete assignments on time.
• Prepare routine reports and summaries, including EMS supply summaries, project trackers, Health & Safety activity summaries, and budget and purchasing documentation.
• Order and track EMS and Health & Safety supplies and materials; maintain inventories and assist with recognition, public education, employee safety, and wellness events.
• Coordinate administrative scheduling and documentation for employee occupational health activities, including physical examinations, medical surveillance appointments, and follow-up requirements, as directed; do not make medical or fitness-for-duty determinations.
• Maintain Health & Safety tracking logs for program participation, required training, safety communications, and follow-up actions in accordance with department policy and confidentiality requirements.
• Assist with safety committee meetings by organizing logistics, preparing agendas and minutes, documenting action items, and tracking assigned corrective actions.
• Assist with administrative intake, organization, and routing of accident, injury, exposure, and near-miss documentation to authorized staff; track follow-up without conducting investigations or making clinical determinations.
• Coordinate logistics for employee wellness initiatives, safety education, preventive health activities, and related events, including scheduling, materials, notifications, and attendance records.
• Compile Health & Safety program reports and inspection and audit support materials for leadership review; identify missing documentation and follow up with appropriate personnel.
• Use email, calendars, word processing, spreadsheets, presentation software, shared drives, and department systems; maintain tracking logs, forms, and templates; support virtual meetings and presentations.