Executive Assistant - Fire Rescue Department

Administrative Assistant for Police and Fire Departments

The Town of Jupiter seeks an Administrative Assistant for the Police and Fire Departments. This role involves providing administrative / secretarial support for the Police Chief or Fire Chief, processing documentation, supervising staff, managing office operations, and coordinating meetings and travel arrangements. The ideal candidate is a strategic force multiplier, a technocrat and systems-builder, a proactive and accountable owner, a resilient and composed hub, and a respectful disruptor. The purpose of this classification is to perform administrative / secretarial work at an executive level in support of the Police Chief or Fire Chief when assigned to the Police Department or the Fire Department.

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Provides administrative / secretarial support for the Police Chief or Fire Chief; processes a variety of documentation associated with department / division operations within designated timeframes and per established procedures. Supervises, directs, and evaluates assigned staff, processing employee concerns and problems, directing work, counseling, disciplining, and completing employee performance appraisals; conducts interviews and makes hiring recommendations. Performs administrative tasks to relieve designated staff members of routine administrative work; brings various matters, messages, documentation, and information to attention of Police Chief and Fire Chief as appropriate; monitors / tracks status of pending matters. Acts as liaison with other departments, other municipalities, professional individuals / groups, and the public in matters pertaining to department programs or operations; conveys information among other Town, department, or division personnel. Performs office management functions; oversees processing of department documentation within designated timeframes and per established procedures; informs staff of relevant procedural changes; coordinates daily work activities; organizes, prioritizes, and assigns work; monitors status of work in progress and inspects completed work.

Types, composes, edits, and / or proofreads various documentation; records and transcribes dictation, meeting proceedings, or other information; maintains confidential files. Screens telephone calls, mail, e-mail messages, and other communications, and initiates appropriate action / response; makes return telephone calls or responds to communications as requested; distributes mail to other staff members as appropriate; relays messages for designated staff to their pre-programmed office extension. Maintains calendars and schedules meetings, appointments, interviews, workshops, or other activities; reviews daily / weekly schedules with the Police Chief, Fire Chief, and other designated staff as assigned; maintains tickler file of meeting notices and daily reminders; provides appropriate backup documentation for scheduled appointments / meetings. Coordinates review / approval by assigned of all material to be distributed; stamps materials with date of distribution; makes copies and distributes various materials to other staff members as appropriate. Coordinates arrangements for various meetings, such as Town Council meetings, board / commission meetings, committee meetings, staff meetings, conferences, workshops, or other activities; reserves use of rooms; obtains / receives agenda items; prepares / distributes agendas and meeting packets; notifies meeting participants of meeting dates / times; coordinates food / beverages, equipment, supplies, equipment, and room setup; sets up tape recorder to record meeting proceedings; verifies operation of tape recorders, microphones, or other equipment; attends meetings; maintains attendance records; records and transcribes minutes as needed; reserves meeting rooms for various meetings. Oversees the maintenance of conference room calendar; schedules meetings and reserves use of meeting rooms; enters meeting data in log book and in computer; issues calendars of departmental meetings and public meetings to appropriate staff members; informs newspaper of public meetings. Coordinates travel arrangements, flight reservations, accommodations, conference registrations, or other travel-related plans for designated staff, as assigned. Performs customer service functions; answers telephone calls and greets visitors; ascertains nature of business, directs callers / visitors to appropriate personnel, and records / relays messages; provides information / assistance regarding services, activities, events, procedures, documentation, fees, or other issues; responds to questions / complaints, researches problems, and initiates problem resolution. Oversees the monitoring of inventory of department supplies and forms; ensures availability of adequate materials to conduct work activities; initiates requests / orders for new or replacement supplies; conducts periodic inventory counts; maintains records of supply usage. Processes payroll documentation; reviews timesheets for accuracy and completeness; makes applicable calculations and researches discrepancies; enters payroll data into computer for payroll processing; maintains attendance records. Assists in preparing and / or monitoring budget for area of assignment; monitors status of expenditures in relation to available funds in budget accounts; prepares budget transfer forms. Operates fax machine to send / receive documentation; transmits faxes on behalf of department / division staff; distributes / delivers incoming faxes to appropriate personnel. Copies and distributes forms, reports, correspondence, and other related materials. Processes incoming / outgoing mail; sorts, organizes, opens, and / or distributes incoming mail; signs for incoming mail / packages and delivers to appropriate personnel; prepares outgoing mail; assists with preparation of bulk mail-outs. Performs records management functions; maintains file system of various files / records for the department / division; prepares and sets up files; sorts / organizes documents to be filed; files documents in designated order; retrieves / replaces files; purges, shreds, or destroys confidential or obsolete documents; conducts records maintenance or destruction activities in compliance with guidelines governing record retention. Maintains current lists, forms, manuals, binders, catalogs, reference materials, and other resources. Conducts research of department files, computer records, database files, manuals, Internet resources, or other resources as needed. Types, composes, prepares, or completes various forms, reports, correspondence, logs, schedules, calendars, check requests, budget documents, meeting minutes, agendas, charts, spreadsheets, presentations, or other documents. Receives various forms, reports, correspondence, time sheets, attendance records, invoices, budget reports, meeting minutes, policies, procedures, codes, manuals, directories, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate. Operates a computer to enter, retrieve, review or modify data; performs data entry functions by keying data into computer; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, desktop publishing, presentation, financial system, calendar, email, Internet, or other programs. Performs basic maintenance of computer system and general office equipment, such as backing up data or replacing paper, ink, or toner; coordinates service / repair activities as needed. Attends various meetings and serves on committees as needed. Maintains confidentiality of departmental issues and documentation. Communicates with Town officials, employees, other departments, vendors, contractors, consultants, local businesses, the public, community organizations, other municipalities, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.

Duties when assigned to the Police Department : Provide administrative / secretarial support for the Chief of Police and Command Staff. Performs administrative tasks to relieve Chief of Police and Command Staff of routine administrative work. Oversees the maintenance of Police Department meeting calendars; schedule meetings and reserves use of meeting room and Chief's conference room. Coordinates travel arrangements, flights reservations, accommodations, conference registrations, or other travel-related plans for the Chief of Police and the Command Staff.

Duties when assigned to the Fire Department : Proactively performs administrative tasks to relieve the Fire Chief and Command Staff of routine administrative work. Acts as a strategic force multiplier, managing the logistical and administrative support to the Fire Chief and Command Staff. Serves as a trusted advisor to the Fire Chief and Command Staff by anticipating needs, proactively managing priorities, and preparing the Fire Chief and Command Staff for key engagements and initiatives. Serves as a strategic gatekeeper and facilitator, protecting the Fire Chief's and Command Staff's focus. Works within the Microsoft 365 ecosystem and oversees the maintenance of the Fire Department's meeting calendars, scheduling meetings, and reserving meeting rooms for use. Coordinates travel arrangements, flights reservations, accommodations, conference registrations, or other travel-related plans for the Fire Chief and the Command Staff. Manages the Fire Department's approval of Town Council agenda items. Expertly manages the flow of information between our department, Town leadership, and the community. Coordinates, organizes, and attends off-site community meetings and public engagement events at various times of the day. Works closely with Community Relations and actively engages with community members to showcase the professionalism and community focus of our department. Reports for duty, as assigned, in emergency situations.

Additional Functions : Provides assistance to other employees or departments as needed. Performs other related duties as required.

Minimum Qualifications : High school diploma or GED. Educational experience or training to include college level course work or vocational training in secretarial science, bookkeeping, and personal computer operations. Approximately three (3) years previous experience and / or training that includes secretarial work at an executive level, office administration (preferably in a municipal environment), bookkeeping, record management, customer service, and personal computer operations. A comparable amount of training, education, and experience which provides the requisite knowledge, skills, and abilities for this job may be considered as a substitute for the education and experience requirements. Must obtain certification as a Florida Notary Public within six (6) months of hire. A valid Florida driver's license is required. For application purposes, a valid driver's license from any state (equivalent to a State of Florida Class E) may be utilized,