Administrative Assistant – Fire Department

Title: Administrative Assistant – Fire Department
Position: Permanent, Full-time, 40 hours
Reports to: Fire Chief
Status: Hourly, Non-exempt
Compensation: DOQE
Date: June 20, 2023

General Summary
Performs administrative assistance/secretarial duties for the Fire Chief. Performs clerical and administrative functions such as, drafting correspondence, scheduling appointments, organizing and maintaining files and providing information to callers. Privy to highly confidential information and reports.

Key Responsibilities and Duties
• Assists Civil Service Board with testing by scheduling applicants for pre-test polygraph, psychological and physical examinations for the Fire Department.
• Oversees the purchasing activities for the Department including documenting all invoice requests for equipment and supplies as well as, maintaining a master file of all purchase orders.
• Maintains daily statistical reports for Emergency Medical Services (EMS).
• Maintains calendar of committee meetings and other appointments.
• Acts as custodian for confidential documents and records and handles destruction of records in accordance with the Local Records Act.
• Updates personnel files and records as needed. Maintains medical records for employees on injury duty.
• Provides confidential reports to attorneys as needed.
• Responds to inquiries from employees and the general public.
• Processes the mail for the Department and drafts routine correspondence as required.
• Research and provide information to the Fire Chief for grants, reports and any other requested information; and
• Other duties as assigned.

Knowledge, Skills and Abilities
• A high level of accuracy and proficiency in the use of computers and software programs required of the position (i.e. PayCom, Firehouse, ImageTrend, Brycer, and first arriving Software)
• Thorough knowledge of principles and practices relating to payroll, bookkeeping and purchasing.
• Good interpersonal relation skills. Ability to be tactful and exercise diplomacy in a wide range of diverse situations.
• Ability to communicate both verbally and in written form.
• Ability to work under pressure, attention to details and highly organized.
• Ability to work without close supervision.

MINIMUM REQUIREMENTS:
High School Diploma or GED Certificate plus one (1) year experience in an administrative assistant / secretarial position.

PREFERRED REQUIREMENTS:
Graduation from an accredited college or university with a Bachelor’s Degree.
The duties listed are not set forth for purposes of limiting the assignment of work. They are not to be construed as a complete list of the many duties normally to be performed under a job title or those to be performed temporarily outside an employee’s normal line of work.

How to Apply
To be considered applicants should complete a job application and include a resume, cover letter and three references to: Mark Patoska, 13051 Greenwood Ave, Blue Island, IL 60406 or employment@cityofblueisland.org with the subject Administrative Assistant – Fire Department.

Position will remain open until filled. NO PHONE CALLS PLEASE

The City of Blue Island is an Equal Opportunity Employer.