Executive Staff Assistant - Fire Department

The City of Wilmington is an Equal Opportunity Employer.

The purpose of this position is to provide customer service and administrative support to the Chiefs of the Wilmington Fire Department. This is accomplished by performing work that may include screening calls and responding to questions or referring callers; handling sensitive and confidential issues and customer complaints; managing complex calendars and appointments; arranging departmental meetings, programs, events or conferences, including all logistics; preparing and maintaining a variety of department-specific reports, databases and presentations; monitoring expenditures and transactions; composing original correspondence on behalf of the chiefs, coordinating work for special projects; researching and compiling information and data; performing or overseeing data entry; summarizing data for presentations, including preparing graphs and charts; maintaining or overseeing the maintenance of a variety of department records; and performing miscellaneous clerical duties as required.

Typical Tasks

• Provides customer service to the public by receiving and directing phone calls and walk-ins, reporting on city matters, communicating with constituents and community leaders, conducting office tours, preparing written correspondence, and problem solving.
• Provides administrative support to the Fire Department, specifically the Fire Chief and the Assistant Fire Chiefs as needed, by composing and preparing documents, ordering supplies, maintaining local files, handling confidential information, processing invoices, creating expense reports, coordinating EOC activities and taking meeting minutes
• Manages Chief calendars and schedules; coordinates the scheduling of meetings, appointments, programs, conferences, events, and travel; resolves scheduling conflicts; manages logistics and arranges for required resources, materials, and facility spaces; monitors deadlines and payment schedules.
• Screens incoming mail for content and takes appropriate action
• Provides support to the department

Qualifications

Education and Experience

• Associate’s degree in business, communications, office management or a related field, with at least one (1) year of administrative experience; or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job.

• Class C Driver’s License.
• Knowledge of effective modern office management practices, techniques, and technology.
• Ability to coordinate deadlines, prioritize work demands and assign/monitor work performed

Supplemental Information

PHYSICAL DEMANDS: Exerts up to 10 lbs. occasionally or negligible weights frequently; sitting most of the time.

WORKING CONDITIONS: This position generally requires work in an office setting.

Our Core Values:

INCLUSION | COLLABORATION | CREATIVITY | ACCOUNTABILITY

Our Mission Statement: Through forward-thinking policies and responsible stewardship, we are creating a better city every day with excellent core services and quality of life for all.

What we offer:

The City of Wilmington believes that employees are one of our most important resources. We offer an excellent salary and competitive benefits package to serve the needs of our employees and their families. Our benefits package includes:

• Comprehensive medical, dental, and vision insurance + many other insurance options
• Excellent retirement benefits, including a city provided 4.5% contribution each pay period into a 401(k) account and automatic enrollment into the North Carolina Local Government Employees’ Retirement System
• Employer-paid health & wellness clinic
• Free on-site city gym access
• Paid sick and vacation leave + 13 paid holidays per year
• 6-weeks paid parental leave
• Paid volunteer & blood donation leave to give back to our community
• Flex schedule and telework availability, depending on your position
• Professional development trainings & leadership initiatives
• Tuition assistance benefits

Applicant Status Updates: After the closing date for this position, applications will be screened by Human Resources. Applicants who meet the minimum and/or preferred qualifications will be referred over to the hiring department. All updates regarding an application can be viewed through your applicant portal.

Health Benefits are offered to employees working at least 30 hours per week.

Health Insurance - The City offers two options for health coverage: a standard PPO plan and a High Deductible Health Plan with an associated Health Savings Account. Coverage becomes effective the first day of the month following hire for employees and their eligible dependents. Both you and the City contribute to the overall cost of coverage.

• Deferred Compensation – The city contributes an amount equal to 4.5% of the annual salary to a 401(k) plan regardless of employee contribution. Employees may choose to contribute additional money to the 401(k) or 457 deferred compensation plans, without a match from the City, within the IRS guidelines.

**This is intended to be a brief overview of the benefits offered. Please visit our website at https://www.wilmingtonnc.gov/Government/Departments-Divisions/Human-Resources/Benefits for more information.**