PART-TIME ADMINISTRATOR
To provide a full range of administrative and clerical support to the Fire Chief/s and the Fire Department, including assistance with key administrative tasks.
PART-time CHARACTERISTIC DUTIES AND RESPONSIBILITIES:
● Follow all Underhill-Jericho Fire Department Bylaws, policies, and SOG’s
● Prepare and proof correspondence and materials, often involving the design, set-up, and formatting of reports, manuals, forms, and other special documents.
● Compose routine correspondence for the fire Chief’s signature.
● Organize and maintain paper and electronic files and oversee record retention and disposal to comply with the archive general records schedule.
● Organize and maintain the department calendar.
● Prepare purchase orders for the Fire Chief’s signature and track fulfillment.
● Code and track invoices and maintain the internal spreadsheet of expenses.
● Support all Department staff, including setting up and maintaining personnel files.
● Act as coordinator for issues involving the Department server, computers, copier/printer, and telephone system.
● Provide dispatch support for Department calls, including communication with personnel on scene.
● Perform reception functions, including answering phones, greeting visitors, screening calls and visitors to determine the nature of the request or problem, and when appropriate, answering inquiries from the public. This may include transferring calls to the 9-1-1 Public Safety Answering Points (PSAP) during an emergency.
● Prepare and provide incident reports in response to public inquiries from attorneys, insurance investigators, police departments, and other interested parties.
● Distribute incoming mail and prepare outgoing mail.
● Order and maintain inventory of office supplies, consumables, and equipment.
● Uploading all Fire Department training and training rosters into First Due. Job Description - Underhill-Jericho Fire Department Part-time Administrative Assistant
● Support and maintain the Fire Department address sign program.
● Assist with updating the Emergency Management Plan to the Regional Planning Commission. ● Ensure that Fire Department member certifications and licenses are renewed in a timely manner and recorded in each person’s personnel record.
● Perform Notary Public duties for the Fire Department.
● Other Duties and special projects as assigned.
SUPERVISION RECEIVED:
This position reports directly to the Fire Chief and Assistant Chiefs. SUPERVISION
EXERCISED:
This position does not exercise any supervisory responsibilities.
QUALIFICATIONS AND SKILLS:
● Minimum of two years of administrative experience, or equivalent education and experience.
● Strong skills in keyboarding, spelling, filing, record keeping, and other administrative tasks.
● Adept reading, writing, basic accounting, and math skills.
● Excellent verbal and written communication skills.
● Proficiency in Microsoft 365, including Outlook, Word, PowerPoint, Excel, and Publisher, preferred.
● HR experience preferred
● Excellent attention to detail, organization, and problem-solving abilities.
● Ability to manage time effectively, prioritize tasks, and handle multiple responsibilities simultaneously.
● Discretion in handling confidential information.
● Ability to operate base and dispatch radios.
● Strong interpersonal skills, including the ability to deal courteously and efficiently with a variety of individuals, including residents, representatives of outside organizations, and officials and staff.
● CPR and First Aid Certification (required within the first 8 weeks of employment).
● State of Vermont Notary Public certification or the ability to obtain certification within the first 8 weeks of employment.
● Willingness and ability to adapt to changing technologies and software.
● Ability to pass a background check.
PHYSICAL REQUIREMENTS:
This position operates office productivity equipment, including a computer, copier, and audiovisual equipment. This individual must be able to operate a dispatch radio. The role also involves moving files, binders, and small office equipment. Additionally, this position frequently answers public inquiries and requires the ability to exchange and record accurate information.
WORK ENVIRONMENT:
Work is normally performed in an office setting. The noise level is typically moderately quiet. However, the noise level may be higher, with frequent interruptions and multiple demands.
EQUAL EMPLOYMENT OPPORTUNITY:
The Underhill-Jericho Fire Department is an Equal Employment Opportunity Employer.
DISCLAIMERS:
The above information is intended to describe the general nature of this position and should not be considered a comprehensive statement of duties, activities, responsibilities, requirements, and work environments. Additional duties, activities, responsibilities, and requirements may be assigned, with or without notice and at any time, and additional work environment characteristics may apply. This job description is neither an employment contract nor a promise of work for any specific period.
WORK ENVIRONMENT:
Work is normally performed in an office setting. The noise level is typically moderately quiet. However, the noise level may be higher, with frequent interruptions and multiple demands.
EQUAL EMPLOYMENT OPPORTUNITY:
The Underhill-Jericho Fire Department is an Equal Employment Opportunity Employer.
DISCLAIMERS:
The above information is intended to describe the general nature of this position and should not be considered a comprehensive statement of duties, activities, responsibilities, requirements, and work environments. Additional duties, activities, responsibilities, and requirements may be assigned, with or without notice and at any time, and additional work environment characteristics may apply. This job description is neither an employment contract nor a promise of work for any specific period.
Pay: $20.00 - $28.00 per hour
Benefits:
Work Location: In person
