Executive Assistant

Summary

Under the supervision of the Fire Chief, this position provides high level administrative and operational support to the Fire Chief, overseeing essential clerical, administrative, and financial tasks, and serving as a key point of contact for staff and external stakeholders, ensuring effective communication and seamless operations.

Essential Job Functions and Responsibilities

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

• Welcomes on-site visitors and answers telephone calls, determine purpose of visit or call, provide information as applicable and/or forward to appropriate personnel.
• Displays respectful, cooperative, and helpful attitudes toward fellow employees and the public.
• Coordinates and schedules travel, meetings, events, and appointments for the Fire Department.
• Maintains payroll related records and approves timesheets for biweekly payroll.
• Manages staff scheduling ensuring proper coverage within the department.
• Compiles monthly reports as requested by the Fire Chief.
• Requests price quotes, place orders, and complete relevant paperwork. Submit approved purchase orders and check requests to Finance for payment.
• Assists the Fire Chief with grants and preparation of departmental annual budget.
• Assists the Fire Chief with writing ordinances.
• Prepares communications on the Chief’s behalf.
• Maintains comprehensive and accurate records to include ISO/PPC, training records, etc.
• Manages financial transactions ensuring timely processing of departmental payments and expenses, as well as preparing bills for the fire inspectors.
• Schedules inspections for fire inspectors and provides assistance.
• Schedules public education events and oversees scheduling and logistics for the training room to ensure seamless coordination for events and activities.
• Facilitates clear and timely communication, ensuring all staff receive relevant information.
• Participates in various types of projects as needed throughout the year.
• Maintains office supplies and coordinates maintenance of office equipment.
• Performs other related duties as required or assigned.

Qualifications / Education / Skills

• High school diploma required. Associate or bachelor’s degree preferred.
• At least four years of related experience required.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Proficient in Microsoft Office Suite or similar software with the ability to learn new or updated software.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to function well in a high-paced and at times stressful environment.
• Ability to type a minimum of 50 words per minute.
• Basic understanding of clerical procedures and systems such as recordkeeping and filing.
• Ability to work independently.
• Must possess and maintain a valid South Carolina Driver License.

Essential Safety Functions

It is the responsibility of each employee to comply with established policies, procedures, and safe work practices. Each employee must follow safety training and instructions provided by their supervisor. Each employee must also properly wear and maintain all personal protective equipment required for their job. Finally, each employee must immediately report any unsafe work practices or unsafe conditions as well as any on-the-job injuries or illnesses.

Physical Demands

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. To talk and hear; sit, stand, walk climb, balance, stoop, kneel, crouch; use hands to finger, handle, or feel; reach with hands and arms; lift, carry, push and/or pull and/or move up to 20 pounds; drive a town vehicle; vision abilities include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. Prolonged periods sitting at a desk and working on a computer.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The worker will be subject to indoor office conditions.

Disclaimer: The job description is not an employment agreement or contract. The duties, skills and requirements outlined in this document represent what is required to perform the essential job functions of this position; however, this document is not to be considered all-inclusive and may be amended at any time at the discretion of the Town Administrator and with the approval of Town Council.

Job Type: Full-time

Pay: $43,745.00 - $60,855.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person