Executive Assistant to the Fire Chief

Executive Assistant to the Fire Chief

Requisition Code: EXAFIRE
Classification: Non-Exempt – Hourly
Level/Step: Level 12; Steps 2-12; $23.48 - $35.41
Reports to: Fire Chief
Date: July 15, 2025

JOB DESCRIPTION

Summary/Objective:

The Fire Chief’s Executive Assistant provides confidential administrative support to the Fire Chief and as such must always be extremely discrete when dealing with fellow employees and the general public. The Fire Chief’s Executive Assistant works under the general supervision of the Fire Chief and works cooperatively with the Town Manager’s Administrative Assistant to assure the timely and effective operation of the Public Safety functions of the Town.

Responsibilities:

The Fire Chief’s Executive Assistant is responsible for:

•Cooperative working relationship with fellow employees to assure the smooth operation of the government including public relations, interdepartmental relations, and employee relations.

•Coordinating compliance with purchasing requirements, the implementation of personnel policies, and the administration of certain insurance plans.

•Ambulance billing.

•Maintaining the department’s accounts payable

•Accurate completion and timely submission of all required or requested reports.

Duties

The Fire Chief’s Executive Assistant shall:

•Perform all secretarial duties associated with the administration of the Fire Chief’s Office and from time to time compose, prepare, and send routine correspondence.

•Schedule appointments, greet visitors and deal with the general public in person and by telephone, referring questions and complaints to the appropriate department.

•Prepare Fire Chief’s reports for presentation to the Town Manager, assembling all supporting documents and background materials necessary.

•Responsible for all aspects of Ambulance billing; including proper coding for maximum reimbursement, researching, and resolving errors, submitting, or mailing all claims, statements, and   reports, and maintain and keep all health-related records in accordance with current health information laws.

•Responsible for correspondence from both the department administration and for the department accidents and investigation reports.

•Maintain, collect, and file all official reports, including incidents, civilian complaints, and accidents.

•Maintain and prepare information for permits issued by the Fire Inspector.

•Maintain and keep accurate records of budgetary allocations, including a monthly tally as well as returning monies through fines, permit fees and ambulance receipts received through the fire EMS department.

•Maintain accurate records of bills received by the Fire-EMS department, record bills and process through the Town manager and Town Accountant.

•Prepare bills for outside Fire-EMS detail work.

•Handle and process departmental mail.

•Responsible for department records and files.

•Assist in preparing the initial department budget.

•Prepare and submit weekly and monthly payroll vouchers for department personnel.

•Maintain and keep accurate records of compensatory time, vacation leave, sick leave, and personal leave and balance these records with the Town Manager’s Human Resource Office on a regular basis; and

•Perform other duties as assigned.

Supervisory Responsibility:

May be responsible to supervise 1-2 full and/or part-time employees.

Required Knowledge, Ability, Skills:

The Fire Chief’s Executive Assistant shall:

•Have a thorough knowledge of general executive office procedures.

•Familiarity with various computer operating systems and software.

•Ability to plan, organize and supervise the work of an executive office.

•Considerable knowledge of modern office management principles and practices.

•Knowledge of Federal and State regulations with regards to health insurance claims and patient privacy laws.

•Knowledge of coding regulations involved in ambulance billing

•Understanding of Town departments with a comprehension of how they interact.

•Ability to communicate effectively, orally (in person and by telephone) and in writing.

•Ability to analyze and interpret various forms of communication and compose appropriate written summaries and/or responses.

•Ability to establish and maintain effective working relationships with employees and department officials.

•Ability to maintain a “level head” during times of extreme activity; and

•Good interpersonal and communicative skills

Work Environment:

Work is performed in typical office conditions. Work responsibilities are variable with periods of extreme activity occurring several times a year. Work is often fast-paced and high pressured. Position requires frequent communication with other Town departments, attorneys, insurance representatives, contractors, and the general public. Communication is by means of telephone, in-person discussion and in writing. Errors could result in delay and confusion and have significant legal and/or financial repercussions. Hours of work are variable and may include working nights and weekends during emergencies.

Physical Demands:

Light to moderate physical effort is required for filing and in the operation of computers, calculators, and other office equipment. May be required to move (push or pull) or lift objects; occasional bending, kneeling, and squatting when inspecting work

Independent Action:

Establish own work plan and priorities using procedures approved by the Fire Chief. Problems lacking clear precedent are reviewed with the Fire Chief before taking action.

Position Type and Expected Hours of Work

Hourly- 37.5 hour per week

Travel

Local in Town

Required Education and Experience

The Fire Chief’s Executive Assistant shall:

•Associate's degree or equivalent experience, Bachelors preferred.

•Have thorough knowledge of general executive office procedures.

•Familiarity with various computer operating systems and software.

Microsoft Office (Excel, Word, PowerPoint, Outlook etc.)

VADAR

IMC

• Ability to plan, organize and supervise the work of an executive office.

•Considerable knowledge of modern office management principles and practices.

•Knowledge of Federal and State regulations with regards to health insurance claims and patient privacy laws.

•Knowledge of coding regulations involved in ambulance billing

•Understanding of Town departments with a comprehension of how they interact.

•Ability to communicate effectively, orally (in person and by telephone) and in writing.

•Ability to analyze and interpret various forms of communication and compose appropriate written summaries and/or responses.

•Ability to establish and maintain effective working relationships with employees and department officials.

•Ability to maintain a “level head” during times of extreme activity; and

•Good interpersonal and communicative skills

Work Authorization 

Provide appropriate documentation to verify your authorization to work in the United States.

AAP/EEO Statement 

The Town is committed to providing equal employment opportunities. The Town will not discriminate against employees or applicants for employment on any legally protected class status, including, but not limited to race, color, religion, sex, sexual orientation as defined by law, national origin, member of uniformed military services, physical or mental disability, age as defined by law, or genetic information.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.