Senior Administrative Assistant

Under limited supervision, the Senior Administrative Assistant performs high level administrative support for the Fire Chief and department staff, including support on a variety of special projects.

Posted pay range is the starting salary. Pay rate offered is based on experience.

• Greets internal and external visitors, answers phone/emails/web-based inquiries and responds or direct inquiries as appropriate; collects, distributes, and sends mail.
• Scans and/or files documents; maintains documents and file.
• Data entry, track, review, reconcile and verify accuracy and completeness of data; maintains data; facilitates the processing of documents for approval and/or submission of documents through the appropriate workflow.
• Maintains, orders, and organizes supplies and material.
• Schedules and provides support for meetings, trainings, and events; maintain appropriate calendars; coordinates travel for department and/or division.
• Provides basic technical support; submits Information Technology and Facility work tickets for assigned area.
• Drafts letters, memos, forms, general correspondence, and presentations using appropriate software.
• Researches, compiles, analyzes and prepares a variety of reports.
• Prepares documents for City Manager and/or Council review and approval; enters and retrieves data from Legistrar.
• Functions as a liaison between city departments. May also be the department’s Human Resources (HR) liaison, serving as the primary point of contact between the department and HR to coordinate and facilitate personnel related processes, including recruitment, onboarding, offboarding, personnel actions, attending HR liaison meetings, and other HR initiatives. Helps ensure timely communication, coordination, and follow through on departmental HR needs.
• Provides administrative support on highly technical, specialized projects and other documents of confidential nature.
• May provide training, and be a resource for, other administrative support staff on department processes and procedures.
• May maintain content and update webpages for assigned area; maintain data in online databases.
• High School diploma or equivalent
• Four (4) years of clerical or administrative support experience in a professional environment. College credit may be substituted for experience on a year per year basis.
• Demonstrated knowledge of modern office software (i.e., Microsoft SharePoint, Teams, Word, Excel, Outlook)