Executive Assistant - Fire (FT)
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POSITION: EXECUTIVE ASSISTANT – Full time; hourly/non-exempt; non-union
TOWN OF BEDFORD FIRE DEPARTMENT
WAGE: $25.94 – $39.78 per hour
SUMMARY:
The Executive Assistant is a member of the Fire Department Executive Team and must be able to work effectively with all Town employees, department heads and the public. Must perform advanced office administration functions and data input, be able to communicate effectively orally and in writing, and be able to understand and follow instructions in developing department correspondence. Must understand and perform duties relating to municipal finance and accounting procedures, application of Collective Bargaining Agreements, interpretation and application of human resources policies and relating payroll matters. Position is also a team member of the Building and Health Division issuing building, fire and health permits and coordinating inspection requests.
TYPICAL DUTIES:
- Performs advanced office administration functions and records for daily, department level meetings, compiles Fire Department monthly data, and prepares submission for department and town reports. Compiles, processes and interprets data for reporting and budgeting purposes. Maintains departmental records for staff, and is responsible for reporting accurate work hours, overtime, vacation, and other leaves for all fire department employees. Works with the payroll and HR staff on timely submission of Worker’s Compensation injuries, other leave reporting, and grant reporting.
- Performs accounts payable, and invoice approval functions, answers incoming telephone calls and, assists walk-ins, purchases office supplies and other items, as requested by administration.
- Supports the Administrative Technician for the Building Department. Processes requisitions, purchase orders and supply orders and invoices for Fire, Building & Health Departments. Accountability and processing of permit fees collected.
- Tracks clothing allowances and certifications for all department members.
- Assists the Fire Chief with assignment of street addresses.
- Provide assistance in facilitation and application of federal/state level grants.
- Assist in ambulance billing matters as directed by the Fire Chief.
- Arranges pre-hire visits and communication, tracks and prepares documentation of same and provides to HR department
(This job specification should not be construed to imply that these duties are the exclusive standards of the position. Incumbents may be required to follow any other instructions, and to perform any other related duties, as needed.)
MINIMUM QUALIFICATIONS:
- Associates degree required with 2-4 years of bookkeeping, and administrative support experience. Working knowledge of modern office practices, procedures, and equipment, including the use of advanced computer systems.
- Experience with software applications related to office procedures, municipal finance and emergency service management.
- Knowledge of and application of statutes, regulations, codes, policies, and procedures which pertain to the issuance of licenses and permits.
- Ability to communicate effectively both verbally and in writing and form positive public relations for the department. Interacts with a wide variety of people at all levels of Town government as well as the public.
- Ability to prioritize, organize, and perform work independently in a fast-paced environment.
Any combination of education, training, and experience, which demonstrates possession of the required knowledge, skills, and abilities comparable to the above qualifications, will be considered.
APPLICATION PROCEDURE:
The required application may be obtained online at www.bedfordnh.org or in person at the Town Office. Completed application, resume, and cover letter may be submitted to:
Bedford Town Offices
Human Resources Office
24 North Amherst Road
Bedford, NH 03110
APPLICATION DEADLINE: 11/08/2024 (or until filled)
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