Executive Assistant to the Fire Chief

The City of Lawrence Fire Department is seeking a highly organized and professional Executive Assistant to the Fire Chief. This role will provide comprehensive, high-level administrative, strategic, and confidential support to ensure smooth departmental operations. This role also serves as the primary administrative contact to the department leadership. This role is central to the administrative backbone of the department; interfacing regularly with city officials, department leadership, board members, vendors, and the public, and requiring a thorough understanding of departmental operations, goals, and policies. The Executive Assistant works under the direct supervision of the Fire Chief and exercises independent judgment, discretion, and professionalism in all matters. The ideal candidate is a dependable, detail-oriented professional who takes ownership of their responsibilities and understands the unique demands of supporting public safety. Essential Job Functions Serve as a liaison and manage correspondence between the Fire Chief and internal staff, departments, boards, and the public on administrative matters. Process and manage purchase orders for departmental goods and services in compliance with city purchasing requirements. Assist with payroll processing, ensuring accuracy, timeliness, and compliance with applicable regulations. Assist in reconciling accounts to maintain financial accuracy across departmental operations, including invoicing and receipts for ACH payments. Analyze spending trends, enter budget requests, and track expenses. Attend budget‑related council meetings and workshops to support budget development and presentation. Enter and manage personnel actions related to pay, certification, and position changes, maintaining accurate and up‑to‑date records. Complete administrative onboarding process for department by ensuring a smooth and organized transition for new employees. Serve as Recording Secretary for the Fire Merit Commission and Fire Pension Board; meeting preparation, records minutes, and record keeping of documents. Performance Standards Employees at all levels are expected to effectively work together to meet the needs of the organization and the community through work behaviors demonstrating the City’s Values. Employees are also expected to lead by example and demonstrate the highest level of ethics. Required Skills and Abilities Judgment and Decision Making - Uses logic and reasoning to analyze, understand, and evaluate complex situations. Identifies the strengths and weaknesses of alternative approaches or solutions to a situation. Exercises appropriate judgment in establishing priorities. Interpersonal Relationships - Develops and maintains cooperative and professional relationships with employees at all levels, representatives from various departments, and outside agencies. Effectively responds to and resolves complex inquiries and disputes. Computer Skills - Utilization of modern office technology, including but not limited to word processing, spreadsheet, and related software with reasonable speed and accuracy, as it is related to the position. Communication - Excellent ability to listen and understand information presented verbally and in writing. Ability to handle a variety of issues with tact and diplomacy and in a confidential manner. Coordination of Work - Ability to plan and organize a daily work routine and establish priorities for the completion of work in accordance with sound time‑management. Physical Requirements / Work Environment Standard business hours with occasional flexibility required to meet City’s needs. May require occasional attendance at council meetings, events, or off‑site locations. Prolonged periods of sitting and working at a computer. Frequent use of standard office equipment. Ability to lift and carry office supplies, files, or materials weighing up to 20 pounds. Education and Experience Associate’s degree and at least five (5) years of progressively responsible administrative, executive support, office management, or related experience; or any equivalent combination of education and experience. Experience with payroll processing, accountable receivable, purchase order entry, and financial reconciliation preferred. Prior experience supporting government, public safety, or municipal organization is a plus. Additional Requirements Requires a background investigation to include a local, state, and federal criminal history check, sex offender registry, consumer report. Full‑time, civilian, hourly position. City paid basic life and AD&DD insurance. Medical, dental, vision, other voluntary insurance benefits. Paid time off: holidays, earned vacation and sick time. Public Employees’ Retirement Fund (PERF)and 427(b) retirement plan Note: This job description provides a general overview of the responsibilities and qualifications for the Executive Assistant role within the Lawrence Fire Department. The specific duties may vary based on the municipality’s needs, structure, and existing processes. The City of Lawrence is an equal opportunity employer. #J-18808-Ljbffr