Skip to content

The job you are trying to view has expired. Please perform a new search to find current jobs.

Administrative Associate III or IV - Fire Department

City of Oak Ridge TN
Oak Ridge, TN

Job Details

Full-time
$23.30 - $25.19 an hour

Qualifications

Microsoft Excel
Employee relationship building
Research
Driver's License
Research report preparation
Data entry
Research data analysis
Telephone systems
Document viewing software
Multi-line phone systems
Productivity software

Full Job Description

Administrative Associate III - Entry Level; J – 1: $23.30 per hour, $48,464.00 annually

Administrative Associate IV – Entry Level; K – 1; 25.19 per hour, $52,395.20 annually

Position Summary:

The Fire Department administrative position performs daily administrative support activities for the Fire Department administrative office; and provides responsive, courteous, and efficient customer service in support of departmental operations.

Essential Job Functions:
Provides confidential administrative support to the Fire Department.
Provides customer service to internal and external customers; greets, receives and screens visitors and customers; addresses and resolves customer questions as able and refers complex inquiries, requests, or complaints to appropriate staff.
Develops, maintains and updates departmental electronic and paper records and files.
Maintains cumulative records and conducts periodic audits as necessary.
Researches, summarizes and analyzes information. Prepares reports, letters, memos and other correspondence.
Prepares department payroll; monitors general leave, overtime leave, injury leave. Submits all reports required for the finance department to issue employee’s pay.
Assists internal department personnel, external city personnel, and general public inquiries by telephone, mail, email, and in person. Addresses public and internal inquires in person, by telephone and email.
Sorts and routes department mail.
Processes seminar/training and travel funding authorizing for department staff; assists with travel arrangements, hotel reservations, payments and registrations as needed.
Serves as point of contact to schedule community activities, reply to requests for public speakers, and scheduling of schools and group public fire education events.
Serves as special events coordinator for training or special ceremonies.
Prepares and maintains employee scheduling for tests (i.e. treadmills, physicals).
Prepares and manages assigned fire department leadership schedule.
Serve as a EOC technician.
Receives, processes, and issues requests for burn permits.
Researches and prepares public records request fulfillment for review to the Chief or their designee.
Maintains department social media presence in accordance with City protocols.
Attends meetings, records the minutes and recommends improvements in administrative processes.
Assists and provides backup for other departmental employees when necessary; covers other areas within the department due to employee absence or heavy work volume.
Required Knowledge and Skills:
Ability to perform detailed work accurately and independently in compliance with stringent time limits with minimal direction and supervision.
Ability to prioritize duties to accomplish a high volume of work product while adapting to constant changes in priority.
Ability to maintain accurate and legible notes.
Knowledge of City policies, procedures and practices.
Knowledge of local government organization and its departmental operating requirements.
Ability to establish and maintain effective working relationships with others.
Ability to analyze and prepare organizational and functional reports from research data.
Knowledge of the use of a multi-line telephone system.
Ability to operate standard office equipment and perform word processing and/or data entry.
General knowledge of current office practices and procedures and knowledge of the operation of standard office equipment and software.
Ability to perform detailed work within MS Office Suite and pdf software (i.e. Word, Excel, Teams, and Adobe).

Required Education, Experience, Licensing, and Certifications:

Administrative Associate III:

Associates Degree in an administrative or office management program and two (2) years administrative support experience; or a high school degree or equivalent with four (4) years’ progressively responsible administrative support experience in a large/complex organization.

Proficiency with office computers including the Microsoft Office Suite, Internet, databases, and ability to learn other software applications utilized by the department.

Must possess State of Tennessee Driver’s license.

Ability to obtain Certificate of Completion in National Incident Management System (NIMS) IS-100, IS-200, IS-700, and IS-800.

Department Specific Certificates as required

Administrative Associate IV:

Associates Degree in an administrative or office management program with four (4) years progressively responsible administrative support experience in a large/complex organization; or Bachelors Degree in a related field with 2 years of office experience.

Proficiency with office computers including Microsoft Word, Excel, Internet, databases, and ability to learn other software applications utilized by the department.

Ability to obtain Certificate of Completion in National Incident Management System (NIMS) IS-100, IS-200, IS-700, and IS-800.

Department Specific Certificates as required

Individuals interested in applying for this position must submit their applications online before
12:00 noon, Wednesday, July 8, 2026.

Exempt : No

Type : FT Employee

Department : Fire Department

Location : Fire Department

Full Job Descriptions:

https://www.oakridgetn.gov/DocumentCenter/View/4657/Administrative-Associate-IV-Fire-Updated-June-2026

https://www.oakridgetn.gov/DocumentCenter/View/4656/Administrative-Associate-III-Fire-June-2026