Office Administrative Assistant

Under the general supervision of the EMS Division Chief, the purpose of this position is to provide comprehensive administrative and operational support to the EMS Division Chief within the Division of EMS of the Coral Springs‑Parkland Fire Department. Work involves managing the EMS Division Chief’s calendar, meetings, correspondence, and deadlines; coordinating communication with department members, command staff, hospitals, and community partners; maintaining organized records, files, and digital systems; and ensuring the efficient day‑to‑day administrative operation of the EMS Division. Responsibilities Manages the EMS Chief’s calendar, meetings, appointments, and deadlines; screens and prioritizes phone calls, emails, and requests on behalf of the EMS Chief. Communicates professionally with department members, command staff, hospitals, vendors, and the public on behalf of the EMS Chief; relays information clearly and accurately and follows up to ensure timely responses. Prepares agendas, meeting materials, and supporting documents; takes notes or minutes when requested and tracks action items, assignments, and deadlines from meetings. Enters and updates data in spreadsheets, tracking logs, databases, and department systems; formats charts, tables, and summaries; and verifies information for accuracy before submission. Schedules meetings, interviews, trainings, site visits, and appointments; coordinates room reservations, technology needs, and supplies; assists with travel arrangements, conference registrations, and reimbursement paperwork. Tracks important dates such as license renewals, reporting deadlines, budget deadlines, grant deadlines, and training deadlines; provides reminders to the EMS Chief on upcoming obligations. Maintains organized files, records, binders, digital folders, and shared drives; ensures documents are easy to locate and consistently updated. Processes licensing renewals, permits, and required inspections documents. Coordinates with other divisions including operations, training, fire prevention, administration, and finance; helps organize meetings with hospitals, medical directors, public health partners, and community agencies. Maintains confidentiality of sensitive information related to personnel, patients, investigations, operations, and department business; uses good judgment when handling sensitive matters. Takes initiative on routine tasks, identifies problems or process gaps, and escalates urgent or sensitive matters to the EMS Chief; completes assignments accurately and within expected timelines. Prepares routine reports and summaries for the EMS Chief, including monthly EMS supply reports, project tracker updates, and budget or purchasing documentation. Orders departmental EMS supplies and maintains inventory records; assists with event planning for EMS recognition events, public education events, and community programs. Uses email, calendars, word processing, spreadsheets, presentation software, and shared drives; creates and maintains spreadsheets, tracking logs, forms, and templates; assists with virtual meetings and supports the EMS Chief with presentations and basic technology needs. Qualifications High School Diploma or GED. Three (3) to four (4) years of progressively responsible experience and/or training in administrative/secretarial support functions; or an equivalent combination of education, training, and experience. Experience within a public safety or municipal environment preferred. Work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as office or meeting and training rooms, e.g., use of safe work place practices with office equipment, avoidance of trips and falls, and observance of fire and building safety regulations, and traffic signals when driving. The Coral Springs‑Parkland Fire Department is firmly committed to offering an equitable, drug‑free work environment. We do not discriminate in any employment related decisions on the basis of race, color, religion, national origin, sex, age, disability or other similar factors that are not job‑related. This commitment is practiced in all aspects of our personnel policies, programs, practices, recruitment, examination, appointment, training, promotion, retention and other related activities. When requested, the Coral Springs Fire Department will make reasonable accommodations for individuals with disabilities. Please contact the Human Resources Unit if special assistance is needed. #J-18808-Ljbffr