Administrative Assistant Job Description Fire Department

Current job title: Administrative Assistant

Industry: Government, not-for-profit, Fire Department

Department: Office Administration

Years worked in this industry: 3 years

Years worked in this department: less than 1 year

Special training or attributes needed or helpful to get job in this industry (or specific department): That I had worked in a state employment position prior to this one.

Number of managers and/or staff supported: 19 (chiefs, majors, captains, sergeants), firefighters, Ladies Auxillary and Board Chairman. There are also many volunteers and of course the public, as our salaries and fire house are paid by tax-payers.

Typical work hours: M-F 8-5

Weekends or overtime hours: I am the acting secretary for our Board of Trustees, Officer’s Club and the Ladies Auxillary. I attend monthly Board Meetings and Officer’s Meetings on week nights. I get to leave early either that day or another day during the week. There is no additional compensation for the Ladies Auxillary meetings which are always on weekends. Additionally, I sit on several committees which are not compensated hours.

General salary range (Note: This is a general figure or range provided by survey respondent and may NOT be an exact salary in order to give survey respondent some privacy. Also you must take into account that the number of years worked in industry/department may contribute to this salary as well as criteria such as level of position and person reports to, required hours and geographical location.): approx. mid $30,000

Benefits (direct or indirect): All of my insurance (vision, health, dental) are paid for 100%. I also have a company Blackberry, $300/month clothing allowance, fuel reimbursement, 401k, gym membership, vacation, sick and personal days (total 1 ½ month). I must mention that not all admins who work in the Fire Service are compensated this well. I am very fortunate.

Lingo you might hear in this industry:

“Go big early” - when arriving on a fire scene, utilize more water than probably necessary, but rather be safe than sorry.

“Knock it out” - when radio dispatches a fire or accident run

A typical day on the job:

Positive things about being an administrative professional in this industry: I have TOTAL creative liberty with this position. Since it’s new, I pretty much do what ever I want to. I have a super Chief and Asst. Chief. I couldn’t ask for better bosses.

Negative things about being an administrative professional in this industry: Since this is a brand new position, some of the firefighters and the Ladies Auxillary think that I am a “receptionist” and supposed to be at their beck and call. My chief sometimes doesn’t include me in conversations about important information going on in our fire house. He doesn’t do it on purpose. He’s been so reliant on himself that he forgets what I am here for sometimes.

Type of workspace/office: office

Primary responsibilities as an administrative professional in this position: Human Resources, AR/AP, attending meetings, taking notes and transcribing them, scheduling meetings and running errands.

Top thing(s) incumbent admin would require of job applicants seeking to be her/his position replacement: To be able to function “on the fly”, be detail oriented and have a quasi-military background.

Office machines or equipment operated regularly: Computer, printer and we have a computer that is a copier, scanner, printer and fax machine in one. It’s horrible when it breaks down. I also use radios for dispatch.

Technology (hard) skills used regularly:

Critical soft skills: Communication is the most important part of my job. We (I) deal with numerous emergency situations daily and without good, clear and concise communication, situations can turn bad, fast. I also speak to the community about fire safety and am forming a Fire Service Admin Support Group.

Pace of this position: Fast - fires and accident occur all the time, around the clock.

Geographical region: Southeast U.S.