Administrative Assistant Fire Department

The Town of Mattapoisett seeks a qualified full-time Administrative Assistant to support the Fire Department. Responsibilities include but are not limited to providing administrative support to the Fire Chief, managing department records, compiling reports, processing invoices, and ensuring compliance with all relevant regulations. Strong organizational and communication skills are essential. The candidate is expected to always conduct themselves professionally, adhering to all relevant municipal, state, and federal guidelines and regulations.

Attention to detail, resourcefulness and self-sufficiency are extremely important in this position. The candidate should also be well organized and able to work independently in an environment with frequent interruptions. This position is required to interact with residents, vendors and other Town Departments and must be able to do so tactfully and appropriately.

This is a full-time union position, with approximately 35 hours/week with a starting salary range of $24.49 to $26.00 hourly. The Town of Mattapoisett values employee development. Opportunities for pay incentives within the union pay scale are available for employees who successfully complete approved continuing education courses relevant to their job duties.

Applicants should send a resume and cover letter to [email protected]. Resumes will be reviewed upon receipt and accepted until the position is filled.

Confidentiality:

This position allows access to department-related confidential information, requiring the application of appropriate judgment, discretion and professional protocols. The employee is expected to highly regard their privacy as stated in HIPAA rules and requirements, the Mass. General Laws / Federal Statutes pertaining to ethics and confidentiality, and to maintain related information regarding any personal, family, health, disabilities, income and financial data, insurance, legal proceedings as confidential. All records dealing with specific individuals and entities must be treated as confidential.

Work Environment:

Work is performed under typical office conditions; the work environment can be hectic with frequent work interruptions. Candidate must be able to operate general office equipment such as a computer, calculator, fax, and copier.

Essential Functions of Job:

· At the start of the shift review email, voice mail and other communications and take the appropriate action to handle the issues

· Answer telephones, e-mails, voice mail and act on, address and resolve town Fire Department related issues and concerns or direct telephone calls, requests for information and mail to the appropriate Fire Dept. personnel as required.

· Compile and analyze data for projects, check and track schedules and prepare routine reports.

· Review, submit and file work orders, purchase orders, billing invoices, timecards / payroll, workers comp. and related documentation.

· Process various types of forms, applications, reports and other types of information; assist in maintaining confidential administrative records, with regards to personnel, labor, union and other matters, all public department files and records, organize paperwork, make copies, and distribute various reports and materials to appropriate personnel or town dept.

· Greet and provide assistance to people entering the fire station, provide information and / or direct to appropriate staff members.

· Issue all permits and brief customer / residents on applicable procedures, receive checks/cash and posts to tracking balance sheets.

· Attend scheduled departmental meetings and training sessions, workshops, meetings, classes and seminars as required.

· Assist with renewing and maintaining all required licensure and certifications for staff.

· Distribute incoming mail and process outgoing mail as required.

· Perform the duties of the Fire Dispatcher as required (see Fire Dispatcher JFA for details), answer and refer all incoming calls, dispatch apparatus and personnel from fire station or tone location of incident, fire or medical emergency as needed.

· Assist with information gathering for federal and state grant applications, perform grant reconciliation on all grants awarded.

· Maintain logs for all calls, incidents, emergencies, alarm calls, alarm status, and other related activities as required.

· Maintain and provide confidential custodial service to Fire Dept. personnel files, medical records, licenses, certification etc. as required.

· Participate in the general housekeeping of department facilities and equipment in accordance with department procedures, order building and maintenance supplies, and keeping office equipment, work areas clear, clean and in a safe condition.

· Complete special projects and perform any and all similar or related work as required, directed or as situation dictates.

· At end of shift, secure office, equipment and perform general housekeeping duties as required.

Education and Other Requirements:

· Must have associate degree in business management or related field, (2-3) years of related office/ record keeping experience or the combination of education, training and experience that enables performance of all aspects of the position.

· Knowledge of operation of municipal fire departments; EMS, First Responders, etc. procedures and practices preferred.

· Must have good math and computer skills, fluent in Excel, Word, Access operating systems.

· Must be able to type at least 30 words per minute

· Must have ability to respond to inquiries / complaints with discretion and tact and to work calmly and effectively in emergency conditions.

· Must have a valid Massachusetts driver’s license.

· Must complete Fire Dept. Internal Dispatch Training.

· Must complete mandatory drug testing.

· Must complete the required medical physical exam.

· Must submit to CORI check and not possess any significant criminal record as determined by the appropriate authorities.

· Must have the ability to respond to inquiries / complaints with discretion and work calmly / effectively under any conditions.

Work Location:

This is an office-based job in a municipal building and work is generally performed under typical office conditions.

FLSA Status:

This position is non-exempt under the Fair Labor Standards Act.

The above statements are intended to describe the general nature and level of work being performed by an individual assigned to this position. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required. This job description does not constitute an employment agreement between the employer and is subject to change by the employer as the needs of the employer and/or requirements of the job change.

Job Type: Full-time

Pay: $24.49 - $26.00 per hour

Expected hours: 35 per week

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person