Administrative / Office Assistant

CITY OF ALABASTER
MAKING A DIFFERENCE IN THE COMMUNITY WE SERVE!

ADMINISTRATIVE ASSISTANT
Fire Department | Administration
Regular Full-Time | Non-Exempt | Classified, Grade 14 ($21.04 - $29.12)
Reports to: Fire Chief or Designee

Help support the team that serves and protects our community!

The City of Alabaster is seeking an organized, dependable Administrative Assistant to support the Fire Department’s daily operations. This position combines administrative and clerical work with hands-on supply coordination, including ordering, inventorying, and delivering station supplies, uniforms, and non-narcotic medical/EMS supplies to fire stations.

The ideal candidate communicates professionally, pays close attention to detail, and takes initiative to keep assignments and department resources organized.

WHAT YOU WILL DO

• Serve as a department point of contact by answering calls and emails, assisting visitors, and directing inquiries to appropriate personnel.
• Assist with ordering, receiving, tracking, and replenishing supplies for all fire stations.
• Load, transport, unload, and stock supplies using a department vehicle.
• Process purchase orders, requisitions, and invoices; obtain vendor quotes; and reconcile deliveries with purchasing records.
• Maintain accurate inventory records and prepare supply usage reports using spreadsheets or inventory software.
• Track supply expenditures and maintain records that support department budget preparation.
• Compile departmental data, organize reports, and recommend tools to improve administrative and inventory processes.
• Support department events, training activities, community engagement, and special projects.
• Assist with public communications, including social media content and newsletters, as assigned.
• Maintain professional working relationships with citizens, vendors, City employees, and department personnel.

Regular and predictable attendance is an essential requirement. Additional job-related duties may be assigned.

MINIMUM QUALIFICATIONS

• High school diploma or GED.
• Administrative or clerical experience.
• Proficiency with Microsoft Office Suite.
• Valid Alabama driver’s license and eligibility to be insured to operate a City vehicle.

Preferred: Experience in inventory management, logistics, data analysis, spreadsheets, or inventory management software.

SKILLS FOR SUCCESS

• Strong organization, recordkeeping, and attention to detail.
• Clear verbal and written communication.
• Professional customer service and sound judgment.
• Ability to work independently, prioritize assignments, and follow through.
• Ability to learn and follow City and Fire Department policies and procedures.
• Ability to remain composed in stressful situations and work effectively with others.
• Ability to safely operate a vehicle and handle supply deliveries.

PHYSICAL REQUIREMENTS & WORK ENVIRONMENT
Work takes place primarily in office and warehouse or supply-room settings, with trips to fire stations for deliveries and stocking. Duties involve frequent sitting, standing, walking, reaching, and handling supplies, along with occasional stair climbing.

The position requires lifting and carrying up to 40 pounds frequently and up to 50 pounds occasionally , including loading and unloading deliveries. Applicants must be able to read printed and electronic information and safely operate a motor vehicle. Occasional exposure to outdoor conditions and standard handling of non-narcotic medical supplies are part of the role.

Bring your organizational skills and commitment to service to the Alabaster Fire Department!