Clerical/Admin - Administrative Assistant

Senior Administrative Assistant

In this position, you will provide a wide variety of highly responsible and complex secretarial, administrative and clerical accounting duties in support of the Division of the Fire Marshal (DFM); coordinate and participate in office functions in support of the goals and objectives of the DFM and provide information and assistance to the public regarding City and Fire Department policies and procedures. This position is subject to budget required furloughs to be implemented in the 2026 calendar year, and any furloughs subsequently approved. Come explore the possibilities a career with the Colorado Springs Fire Department can offer!

Essential Job Functions:

• Use Microsoft Outlook to schedule fire code inspections for multiple inspections staff; maintain multiple calendars of activities, meetings, and other events
• Assist DFM customers via walk in, email or telephone inquiries
• Perform data entry and quality assurance functions for inspection reports, plan reviews and maintenance of occupancy records
• Assist with the issuance and tracking of annual and provisional permits and inspections including associated fees
• Provide internal and external customer support for the division's hazardous materials inventory (HAMMERS) software
• Support the fiscal responsibilities of the division through receiving and processing payments, researching payment histories and collecting outstanding balances
• Assist with facilitation and execution of the division's Knox program
• Research and process public requests for information/documentation
• Serve as Incident Command System (ICS) Documentation Unit Leader during planned events and emergent incidents as needed
• Track, compile, and report division statistics as directed by unit supervisor
• Assist CSFD personnel with special projects as assigned
• Provide backup assistance for other DFM support functions

We are looking for candidates who demonstrate the ability to: effectively balance multiple priorities and deadlines; respond to customer inquiries with clarity and professionalism; communicate clearly and professionally, both verbally and in writing; quickly learn new systems, processes, and concepts; contribute to a positive, team-oriented work environment; maintain a high level of accuracy in a fast-paced environment.

Minimum Qualifications

• High school diploma or GED
• Four (4) years of full-time clerical or related support experience

Our organization views each year of further education as equivalent to each year of relevant work experience, and each year of additional relevant work experience as equivalent to each year of required education.

Preferred Qualifications

• Experience using PeopleSoft Accounting Systems
• Experience working with permit requirements and compliance
• Proficiency using Microsoft Office Applications, particularly Word, Excel, and Outlook
• Experience navigating Power BI dashboards

Additional Information

Please contact CSFD Human Resources at View email address on click.appcast.io for any questions about this position.

Benefits

Working for the City of Colorado Springs is Rewarding! Please visit the City of Colorado Springs' Total Rewards Site for additional benefits information.