Administrative Assistant

Job Description

Job Description

About Us:

The mission of the Fulton Fire Department is to aggressively protect and serve our community by delivering rapid emergency response, proactive fire prevention, and comprehensive safety education, while upholding the highest standards of professionalism, teamwork, and respect. The Fulton Fire Department, consisting of 24 career employees and three volunteer/part-time personnel, responds to all emergencies within the City of Fulton. We also have an auto aid agreement with the Central Callaway Fire Protection District and mutual aid agreements with other departments in Callaway County. Further, the Fulton Fire Department provides service for vehicle accidents, hazardous materials, emergency medical services, and other such occurrences. The Fulton Fire Department takes pride in fire prevention activities throughout the city.

Position Overview:

The Administrative Assistant is a key administrative role within the Fulton Fire Department, responsible for varied and complex office tasks that support emergency response operations, public safety programs, personnel management, and departmental communication. The position works under the general supervision of the Fire Chief and Assistant Fire Chief and provides oversight of both recurrent and project-based administrative initiatives. 

Benefits We Offer to Full-Time Employees:

• Company paid insurance (Medical, Dental & Vision)
• Paid time off (Vacation, Sick Leave, Family Leave)
• 15 Paid Holidays
• Voluntary Supplemental Insurance (Accident, Short-Term & Long-Term Disability)
• Free Legends Rec-Plex membership
• Overtime (as needed)
• Lagers retirement with employer match
• Nationwide retirement with employer match
• Discounts for local restaurants
• Plus, so much more...

Functions: This position performs comprehensive administrative, receptionist, and clerical support for the Fulton Fire Department with a high level of independence, accuracy, accountability, and confidentiality. Supports Fire Administration, the Command Staff, and Suppression personnel, assists with both routine and specialized administrative functions unique to fire service operations, and performs other duties as assigned. These functions include but are not limited to the following;

• Customer Service  

  • Provides front desk reception in person and by telephone for the Fulton Fire Department. 
  • Greets visitors professionally and courteously, maintaining a calm and welcoming manner consistent with public safety service values. 
  • Serves as the first point of contact for citizens, contractors, businesses, and partner agencies seeking fire department information or assistance. Accurately documents concerns, complaints, and inquiries; routes them appropriately; and ensures follow-up as needed. 
  • Provides timely and accurate information on inspections, incident reports, permits, and fire department programs while maintaining proper confidentiality of sensitive or protected information. 

  Professional Business Writing / Proofing / Editing  

  • Types, transcribes, edits, and proofs letters, memos, reports, minutes, and other written material for Fire Administration.
  • Prepares agendas and meeting minutes for assigned committees, ensuring proper posting and distribution to internal and external systems. 
  • Processes documents requiring signatures, following City and departmental routing procedures, in both paper and electronic formats. 
  • Reviews and formats internal and external communications related to fire operations, inspections, community risk reduction, emergency response, and department administration. 

  Fire Department Administrative Support  

  • Updates Fire Department content on the social platforms, or coordinates with the City of Fulton Public Information Officer.
  • Monitors the department’s email, faxes, and incoming correspondence and ensures timely responses and distribution. 
  • Processes department accounts payable/receivable and timekeeping through designated software. Reviews submissions for accuracy and ensures compliance with City purchasing and payroll policies. 
  • Under direction of Fire Administration, enters the annual department budget, assists with budget requests and journal entries, monitors expenditures, and provides summary financial reports. 
  • Creates and enters purchase plans and purchase orders in financial management systems. 
  • Uses permitting and project tracking software to log, track, issue, and maintain permit applications, and related records. 
  • Generates adhoc operational reports, charts, and data summaries from fire department systems and databases. 
  • Maintains the department’s required MIRMA Safety and Document Box, ensuring all safety materials, compliance documentation, and required postings remain current, accurate, and properly organized. 

  Records Management  

  • Maintains organized paper and electronic filing systems for fire department operations, incident reports, personnel files, training records, inspection documentation, and NERIS data. 
  • Updates retirees contact information and maintains historical personnel documentation. 
  • Ensures confidentiality and proper handling of sensitive emergency response information, personnel matters, and legally protected records. 

   

  Clerical Support  

  • Schedules meeting rooms and operates videoconferencing systems for internal and interagency meetings. 
  • Maintains electronic calendars for the Fire Chief, Assistant Fire Chief, and department events. 
  • Coordinates meeting and event preparation, including logistics, scheduling, setup, attendance tracking, and refreshments. 
  • Maintains inventory of supplies and equipment, ordering replacements in accordance with City purchasing policy. 
  • Serves as the primary contact for maintenance and service needs for departmental office equipment. 
  • Processes travel arrangements, reimbursements, and related forms for department training, conferences, and professional development following City policy. 
  • Coordinates travel and training records for fire personnel to support operational, certification, and compliance needs. 

Note: Duties may vary. Employees may be assigned other tasks as needed.

This role requires strong judgment, situational awareness, and discretion, particularly when handling sensitive incident information, personnel data, confidential records, and emergency related communications. The Administrative Assistant must be able to manage complex tasks, exercise initiative, and support the needs of a fast paced, mission-focused public safety environment. These requirements and qualifications include but are not limited to the following;

Knowledge of  

·         Fire department terminology, operations, and administrative practices. 

·         Standard office procedures, equipment, and records management systems. 

·         City administrative policies, purchasing procedures, and personnel processes. 

Skills:

• ·         Exceptional verbal, written, and interpersonal communication abilities. 

  ·         Strong customer service skills, demonstrating professionalism and active listening. 

  ·         Excellent organizational skills, including time management and prioritization in a dynamic public safety environment. 

  ·         Proficiency in keyboarding, data entry, filing, scanning, and electronic document management. 

Requirements:

• Must pass pre-employment drug test
• At least 18 years of age
• Must have no felony convictions
• Must have a valid Missouri Drivers' License

Ability to  

·         Perform all job functions consistent with the mission and values of the Fulton Fire Department and City of Fulton. 

·         Maintain confidentiality of personnel, incident, and operational information. 

·         Exercise sound judgment, discretion, and situational awareness.

·         Work effectively with City staff, elected officials, partner agencies, businesses, the public, and media representatives. 

·         Manage frequent interruptions, shifting priorities, and competing deadlines. 

·         Obtain and apply thorough working knowledge of City policies, ordinances, fire department procedures, and municipal operations. 

·         Work independently and collaboratively, communicating clearly with supervisors and stakeholders. 

·         Maintain detailed, accurate records and prepare reports in both electronic and hardcopy formats. 

·         Research issues, interpret policies, and organize work effectively. 

·         Compose business correspondence with minimal instruction. 

·         Use Microsoft Office 365 Suite and similar software applications.

·         Train others in office software and basic administrative workflows. 

·         Use fire department information systems, permitting platforms, and database applications. 

·         Use social media appropriately for departmental communication. 

·         Perform transcription tasks accurately. 

·         Maintain the physical ability necessary to perform job duties.