Executive Assistant to Fire Chief

Overview

The primary function of this position is to provide executive level administrative support to the Fire Chief with extreme professionalism, urgency, and confidentiality. This requires advanced listening, verbal and writing skills. The Executive Assistant ensures that the Chiefs daily appointment schedule is maintained with accuracy and completeness to ensure appointments are not missed. The Executive Assistant also ensures meeting minutes are recorded as required, files are maintained, and incoming phone calls and visitors to the Chief and Fire Administration are handled using excellent customer service techniques. The Executive Assistant will complete any administrative tasks delegated by the Fire Chief or Deputy Chiefs including purchasing and travel. In addition to the responsibilities specific to the Fire Chief, the Executive Assistant also provides primary and backup support for several tasks, functions and responsibilities within Fire Administration related to Finance, Payroll, HR, Legal, etc.

Responsibilities

• Monitor Fire Chief’s and Deputy Chief’s calendar, schedule meetings, and organize appearances and media related activities
• Manage reservations for the third-floor training and conference rooms
• Maintain Fire Department Leave calendar
• Manage incoming calls for Fire Chief, Deputy Chief, and Fire administration and redirect as necessary
• Attend meetings and complete / format meeting minutes and summaries as necessary
• Create, proofread, and distribute correspondence like letters, policies, and special assignments
• Plan, organize, and set up for events hosted by Fire Chief i.e., luncheons, ceremonies, promotions, and award ceremonies
• Prepare City Council packets with all attachments for Fire Chief and Deputy Chief weekly
• Assist Fire Chief and Deputy Chief with the creation of documents, presentations, and supporting materials such as SOP’s, policies, reports, memos, PowerPoints, research, items related to City Council, etc....
• Create and manage travel activities such as hotel and airline reservations, conference or other registrations, and travel documentation for approval
• Complete and administer purchases for Fire Chief and Deputy Chief according to City policy
• Act as Back up and / or support for various administrative responsibilities such as Payroll, Human Resources, Legal, or Finance responsibilities such as HR forms, budget reviews, personnel files / records etc...
• Assist with phone coverage, mail distribution, and package delivery or intake
• May be asked to perform other duties as assigned

Position Type and Typical Hours of Work

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified in this position. This job description is subject to change as the needs and requirements of the job change.

Minimum Qualifications

Preferred Qualifications

Licenses and Certifications

Required

Employment Testing

Employment is contingent on passing any post-offer pre-employment screening as listed below :

Basis of Rating

A recruitment consultant will evaluate all applications against the posted qualifications. The city may also conduct additional skill assessment tests, in addition to the panel interview.

Supplemental Information

The City of Corpus is an Equal Opportunity Employer and complies with the Americans with Disabilities Act and Uniformed Services Employment and Reemployment Rights Act (USERRA). If you require an accommodation in order to apply for a position, please request assistance from the Human Resources Department.