Administrative & Technical Assistant

Job Description

Job Description

Salary: 65,000-85,000

SUMMARY OF POSITION:
The Administration & Technician Assistant is an integral member of the Community Risk Division (CRD), working under the direct supervision of the Deputy Fire Marshal. This role combines administrative, technical, and public service responsibilities to support fire prevention, code compliance, and public education efforts. The Administrative & Technical assistant ensures community communication for SFE is excellent and is responsible for the permitting process. This position requires a high level of professionalism, attention to detail, and the ability to interact effectively with the public, contractors, and other stakeholders.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
Customer Service and Communication
Answer incoming telephone calls in a friendly and polite manner, route calls to appropriate personnel, and properly handle any requests for emergency assistance or other customer service that may be required.
Greet the public in a friendly and polite manner; ascertain the nature of business and direct the public to appropriate personnel positively and professionally.
Permit Tech
Intake of permits, assisting through the process, collection of needed documents, and payments.
Provide information to contractors and the community regarding permit processes, fire protection systems, and fire code regulations
Administration functions
Maintain and order office supplies and equipment, ensuring proper rotation, and budgeting for HQ.
Prepare outgoing mail, sort incoming mail, and check the PO box.
Coordinate meeting rooms: calendar management and room preparations.
Assist district members with uniforms as needed.
Assist with scheduling meals, banquets, and awards as needed.

KNOWLEDGE, SKILLS, AND ABILITIES:
Maintain composure and professionalism under stress. Demonstrate integrity, enthusiasm, and loyalty to the department and community.
Strong verbal and written communication skills. Ability to explain complex codes and regulations clearly to the public.
Ability to manage multiple responsibilities, prioritize tasks, and meet deadlines.
Ability to make sound decisions in high-pressure situations and resolve conflicts effectively.
Foster a positive, collaborative work environment and support team members in achieving shared goals.
Proactively identify and address issues without direct supervision.
Always maintain a professional demeanor and appearance.

Minimum qualifications:
High school diploma or GED equivalent
Knowledge of Microsoft Office suite or other information management databases
Well-developed administrative skills, time management, interpersonal communications, and attention to detail.
Excellent oral and written communication skills.
1+ years of customer service experience or administrative work

Valid driver's license

Preferred Qualifications:
Associate's degree or higher
Previous experience with FirstDue software.

PHYSICAL DEMANDS AND WORKING CONDITIONS:
May require evening and weekend availability for community events and emergencies.
Office and fieldwork environments with occasional exposure to hazardous situations.
Mobility to move to and from various points within the facilities as well as mobility within the outdoor environment; Ability to lift and/or carry 10-40 lbs.
Ability to sit, type, copy, reach overhead, and reach away from the body.
Ability to produce information in written form.

Posting Closes July 1st at 5:00 PM

Interviews to be scheduled July 8 & 9.