Executive Assistant - Fire

$48,672 - $65,686/Yr

Pleasant Grove City-battle Creek Spring Chlorinator - Battle Creek, MI

Full-time - Entry Level

Battle Creek, MI

About the position

The City of Battle Creek's Fire Department is seeking an Executive Assistant to provide comprehensive administrative support to the Fire Chief and other department leaders. This role involves managing various tasks such as record keeping, payroll processing, correspondence, and purchasing, while ensuring confidentiality and effective communication with the public. The Executive Assistant will work under the limited supervision of the Fire Chief and is expected to exhibit exceptional customer service skills.

Responsibilities

• Perform executive-level administrative duties supporting the Fire Chief, Battalion Chiefs, Fire Marshall, and Training Officer.
• Respond to fire department inquiries and provide exceptional customer service to citizens and visitors.
• Schedule meetings and appointments, and manage telephone communications.
• Process payroll, review timecards for accuracy, and ensure timely submission of payroll documents.
• Maintain department budget spreadsheets, reconcile purchase card transactions, and monitor internal databases.
• Collect and organize data for reports and documentation, and manage office inventory and purchases.
• Assist in developing pay estimates for grants and contracts, and work with vendors to obtain price quotes.
• Prepare and distribute press releases, newsletters, and other communications for the department.

Requirements

• High school diploma or GED with commercial courses in keyboarding and word processing.
• 3-5 years of experience in executive-level support in a fast-paced environment.
• 1-3 years of experience in accounting or bookkeeping.
• Proficiency in Excel, Microsoft Office, Email, and Social Media.
• Ability to obtain a Notary Public commission within 6 months of hire.
• Valid driver's license in the State of Michigan.

Nice-to-haves

• Experience in a government or public service environment.
• Familiarity with fire department operations and regulations.

Benefits

• Health insurance coverage.
• Paid holidays and vacation time.
• Retirement savings plan options.