The City of Winder Fire Department is seeking a highly skilled, detail‑driven Executive Assistant to provide specialized administrative support to the Fire Chief and department leadership. This role is ideal for a seasoned professional who thrives in a fast‑paced, service‑oriented environment and can balance confidentiality, accuracy, and initiative with ease.
Position Overview
The Executive Assistant performs a wide range of administrative, clerical, and programmatic duties that support daily operations of the Fire Department. This includes managing sensitive information, coordinating schedules, preparing departmental documents, maintaining records, supporting budget processes, and serving as a key point of contact for internal staff and the public.
Key Responsibilities
- Administrative Support — Maintain departmental records, prepare correspondence, manage mail, and support daily office operations.
- Executive Coordination — Manage calendars, appointments, deadlines, and travel arrangements for the Fire Chief.
- Confidential Records — Handle sensitive personnel files, payroll data, attendance records, and other confidential materials.
- Budget & Finance — Review and code expenses, monitor budget balances, compile financial data, and assist with annual budget preparation.
- Public Interaction — Greet visitors, respond to inquiries, and support public noticing and posting requirements.
- Department Liaison — Serve as a communication bridge between the Fire Department, Human Resources, and other City departments.
- Operational Support — Assist with departmental goals, review documentation for accuracy, support purchasing processes, and ensure compliance with City policies.
- Perform other related duties as assigned.
Knowledge, Skills & Abilities
- Office Administration — Strong understanding of office procedures and administrative workflows.
- Technical Proficiency — Advanced skills in Microsoft Word and Excel; ability to use standard City software.
- Communication — Clear oral and written communication; ability to prepare professional documents and take accurate meeting notes.
- Record Management — Ability to maintain, retrieve, and present departmental documents.
- Interpersonal Skills — Ability to work effectively with diverse groups, resolve conflicts, and promote a positive work environment.
- Ethics & Confidentiality — High ethical standards and ability to maintain confidentiality at all times.
- Stress Management — Ability to work under pressure, manage multiple tasks, and maintain an orderly workspace.
- Independence & Teamwork — Ability to work independently while supporting a collaborative team environment.
- Regulatory Knowledge — Ability to interpret and apply federal, state, and local laws and regulations.
Minimum Qualifications
- High School diploma or equivalent.
- Minimum age of 18.
- At least five (5) years of responsible administrative or staff support experience.
- U.S. citizenship or legal work status.
- No felony convictions; must pass a detailed background investigation and pre-employment drug screening.
- Ability to work evenings, weekends, holidays, and flexible schedules as needed.
- Ability to meet physical requirements, including extended periods of sitting.
- Must refrain from using tobacco products while on duty.
Work Environment
This position operates within a professional office setting inside the Fire Department. The role requires consistent professionalism, confidentiality, and the ability to adapt to urgent or unexpected departmental needs.
City Benefits Package
City Health Insurance Benefits Include:
- Health Insurance - CIGNA
- Dental - CIGNA
- Dental – 100% paid by the City for Single Employee
- Vision - CIGNA
- Short Term Disability – AFLAC - 100% City Paid
- Long Term Disability – AFLAC - 100% City Paid
- Basic Life – AFLAC - 2.5 Times Base Annual Income - City Paid
- Dependent Life – AFLAC - $5,000 for eligible spouse and $2,500 for each eligible child - City Paid
- Voluntary Life - AFLAC
- Group Accident - AFLAC
- Group Critical Illness - AFLAC
Additional City Benefits:
- 13 Paid Holidays
- PTO leave starting at up to 3 weeks
- Pay In Lieu of PTO
- Education Assistance Program
- EAP Program
- Wellness Program
Retirement:
- 401 (a) Retirement Plan: City 3% Contribution at 90 days of service
- 457(b) Retirement Plan: City Matching at 90 days of service up to 3% if employee enrolls and contributes at least 3%
